Field Staff Travel Coordinator

To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. Additional duties may be added or assigned at any time.

• Coordinates and fulfills travel requests for flights, hotels, transfers and rental cars for all field staff.
• Reviews and processes staff travel deviation requests and coordinates collection of applicable deviation fees.
• Enters and maintains travel-related data in staff management and guest reservation systems.
• Reviews staff requests for pre-approval of travel-related expenses.
• Handles urgent travel changes for staff related to assignment updates, voyage changes or cancellations, and airline schedule changes.
• Maintains all Egencia and travel-related instructions and resources for field staff.
• Creates and coordinates Egencia accounts for all field staff.
• Collaborates with Field Staff Coordinator and Scheduling teams to determine seasonal staff travel needs and updates travel information documentation for staff.
• Assists in determining travel documentation requirements (such as visas and immigration letters) for field staff and provides instructions and assistance in obtaining documents as necessary.
• Collaborates with the Field Staff Coordinator team to maintain up-to-date passport information and other travel documents for field staff.
• Works with the Field Staff Coordinator team to provide field staff arrival and departure information to colleagues and third parties as needed and to calculate additional travel pay.
• Sends pre-travel communications to field staff.

High school diploma or GED required.  Associate or Bachelor’s degree preferred. 

Experience with international and domestic bookings required.

Excellent knowledge of geography required.

Using the English language, this person must have the ability to read and interpret documents such as correspondence, forms, brochures, and tickets.  Must also possess the ability to write routine correspondence. As a member of the Field Staff Department, must display professionalism and maintain confidentiality.

Other Skills/Abilities

• Must exhibit proficient computer skills in Windows operating system with Microsoft products.
• Strong skills in time management are necessary; must be able to handle multiple tasks, set priorities, and meet deadlines, despite interruptions.
• Must possess the ability to work independently as well as with others in a team environment.
• Must be able to organize work effectively, with careful attention to detail.