Travel Coordinator

Job Description:

True Up Companies is a leading organization committed to providing exceptional travel solutions for our employees. We prioritize efficiency, cost-effectiveness, and exceptional service in all aspects of our travel coordination.

The Travel Coordinator is responsible for coordinating and administering employee travel for commercial construction projects across multiple job sites. This role ensures travel is scheduled efficiently, cost-effectively, and in alignment with project needs while maintaining accurate records and clear communication with employees and management. The Travel Coordinator serves as a central point of contact for travel logistics and provides scheduled after-hours support for travel-related issues.

Duties & Responsibilities

• Book employee travel to and from project sites, including flights, hotels, rental vehicles, and ground transportation.
• Coordinate travel arrangements for multiple employees traveling together to ensure alignment and cost efficiency.
• Adjust travel plans as needed due to project changes, schedule updates, or operational needs.
• Ensure all bookings comply with company travel policies and project requirements.
• Communicate travel details clearly with employees, supervisors, and management teams.
• Serve as the primary point of contact for travel-related questions, changes, or issues.
• Coordinate with Operations, Project Management, and Field Leadership to anticipate travel needs.
• Ensure accurate and timely dissemination of itineraries and expectations.
• Maintain and update a rental tracking sheet to reflect current rentals and assignments.
• Monitor travel costs and identify opportunities for cost-effective booking.
• Assign employees to the correct worksites in QuickBooks.
• Maintain accurate travel, lodging, and worksite records across systems.
• Support reporting and reconciliation related to travel and lodging expenses.
• Participate in an on-call rotation, covering one weekend at a time for non-office-hour travel issues.
• Respond to urgent travel-related matters and escalate as necessary.
• Provide timely resolutions or coordination to minimize employee disruption.

Qualifications & Skills

• Proven experience in travel coordination or related roles, with a strong understanding of travel booking systems and procedures.
• Experience booking and managing employee travel.
• Strong organizational and communication skills.
• Proficiency in Microsoft Office applications.
• Ability to manage multiple priorities and shifting deadlines.
• Ability to work efficiently under pressure and adapt to changing priorities in a fast-paced environment.
• Familiarity with travel policies and vendor agreements, with a commitment to maintaining compliance and integrity.

Competencies

• Travel Coordination & Logistics: Effectively plans and coordinates travel for multiple employees across job sites.
• Cost Awareness & Fiscal Responsibility: Demonstrates sound judgment when booking travel to balance operational needs and cost control.
• Communication: Communicates clearly and professionally with field employees and management teams.
• Attention to Detail: Accurately inputs and reconciles data across Workday, QuickBooks, and tracking tools.
• Time Management & Organization: Manages multiple travel requests and deadlines in a fast-paced environment.
• Problem-Solving: Responds effectively to unexpected travel issues, schedule changes, or after-hours emergencies.
• Technical Proficiency: Demonstrates proficiency in Workday, QuickBooks, and Microsoft Office (especially Excel).
• Adaptability: Adjusts priorities in response to changing project demands.

True Up is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.

Originally posted on Himalayas