Travel Coordinator

2 weeks ago


Sacramento, United States Capitol Helicopters Inc Full time $24 - $28
Job DescriptionJob Description

Job Summary: We are seeking a highly organized and detail-oriented Travel Coordinator to manage all travel arrangements for company staff and selected visitors. The travel coordinator will be responsible for booking flights, arranging ground transportation, booking hotels, and generally providing logistical support to our team.

This position is full-time, on-site at our home base located at the Sacramento Executive Airport in Sacramento California. Work shifts for the Travel Coordinator will generally be scheduled as 9am–6pm M-F, but some variation may occur as operational needs change throughout the year.

Responsibilities:

  • Manage all aspects of employee travel including flights, hotels, ground transportation and crew housing.
  • Initiate and maintain professional communications that promote effective utilization of the company travel program.
  • Prepare and distribute travel itineraries to staff and ensure all necessary travel documents are obtained.
  • Monitor staff shift schedules, new employees and interviewing employees requiring travel.
  • Maintain accurate records of all travel-related expenses and ensure timely processing of invoices, receipts, and travel credits.
  • Compile reimbursement documentation for travel expenses incurred by the company for contracted work subject to reimbursement from customers.
  • Conduct periodic audits of travel arrangements made by third parties, and verify consistency with company policies and agreements.
  • Track and report performance metrics to management.
  • Be the point of contact in the workplace for all travel questions and follow up.
  • Research and negotiate the best values for airfare, rental vehicles, and accommodations.
  • Develop and maintain relationships with vendors to ensure competitive pricing and quality service.
  • Handle last-minute changes and assist staff with any issues that arise during their travel.
  • Facilitate last-minute arrangements resulting from changing operational demands.
  • Collect and maintain traveler Status numbers with travel and lodging providers. (frequent flier #, hotel club memberships, etc.)
  • Apply Status numbers as appropriate when booking/arranging travel or lodging.
  • Ensure company policies related to travel are followed, and management is notified whenever deviations occur.
  • Develop tools to assist employees in making/changing travel arrangements themselves in situations permitted by company policy.
  • Use available software tools to minimize confusion and complexity for the traveler, while maintaining alignment with company requirements.
  • Perform general office and administrative tasks as needed.

 

Requirements:

  • Experience in travel coordination preferred.
  • Strong organizational skills with the ability to manage multiple tasks and priorities.
  • Excellent communication and interpersonal skills.
  • Proficient in Microsoft Office.

Skills:

  • Meticulous with details, with flexibility for changes.
  • Experience with logistics and organizing schedules and itineraries.

 

Company DescriptionCapitol Helicopters Inc. is a leading organization in the helicopter industry, committed to providing safe and secure working environments for its employees, and clients.Company DescriptionCapitol Helicopters Inc. is a leading organization in the helicopter industry, committed to providing safe and secure working environments for its employees, and clients.
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