Travel Coordinator

The Travel Coordinator plays a key role in supporting our employees by managing all aspects of travel planning and coordination. This position works closely with regional team leads across the U.S. to ensure efficient, cost-effective, and safe travel arrangements for employees traveling to and from customer sites. The role requires exceptional organisational skills, attention to detail, and proactive communication.

• Collaborate with regional team leads to coordinate all travel logistics for field engineers.

• Maintain and update work schedules and planners to accurately reflect job

  assignments, completion dates, and engineer availability.

• Organise and manage all travel arrangements including flights, accommodation, transportation, and related logistics, ensuring they align with contractual timelines and company policy.

• Source and book the most efficient and cost-effective travel options while prioritising employee safety and comfort.

• Communicate travel details, updates, and changes promptly to employees and stakeholders.

• Address engineer inquiries with professionalism, empathy, and efficiency.

• Take ownership of assigned tasks, ensuring deadlines and priorities are consistently met. 

• Collaborate effectively with the wider Field Operations team to support smooth planning and scheduling.

•  Maintain an understanding of other team roles and provide support or coverage as needed (e.g., during holidays, sick leave, or high-demand periods).

• Report issues or challenges promptly to senior team members to ensure timely resolution.

• Uphold strict confidentiality standards at all times.

• Manage expense authorisations within agreed limits and maintain accurate financial

  records.

• Keep all administrative systems, records, and trackers such as leave planners are organised and up to date.

• Provide regular progress updates and reports to the Operations Manager.

• Participate in out-of-hours duties on a rotational or as-needed basis.

• Complete all required or assigned training to support professional development and operational needs.

• Perform other related duties as required, in line with skills and competencies.

• Proven experience in travel coordination, scheduling, or administrative support.

• Strong organisational and time management skills with the ability to handle multiple

  priorities.

• Excellent communication and interpersonal abilities.

• Proactive, detail-oriented, and solution-focused mindset.

• Proficient with standard office software and scheduling tools.

• Team-oriented with a flexible and adaptable approach to work.