Travel Coordinator

7 months ago

Edmonton, Canada Universal Rail Systems Full time

**WHO WE ARE**:
We provided a fully integrated, turnkey railway services and solutions for Class 1 & 2, short line and industry clients in every sector and area across Canada. Our strong focus on quality, safety and exceptional project management ensures your projects come in on-budget and on-time, every time. Universal Rail Systems strength is Doing It Right. This is our commitment to quality, and it makes us Canada’s #1 Choice for projects of all sizes. Universal Rail Systems represents a family of companies and exciting career possibilities in every area of rail service and project delivery. Come grow with us.

**GENERAL PURPOSE**:
Reporting to the Supply Chain Manager, the Travel Coordinator will coordinate company airline bookings, hotel arrangements and transportation requirements in a timely manner and ensure that travel needs are met within budget parameters.

**KEY RESPONSIBILITITES**:

- Responsible for coordinating travel for employees and crews of Universal Rail Systems’ Family of Companies; the specific divisions/employees you are responsible for will be determined by your Reporting Manager.
- Work with employees, administrators, and divisional leaders to discuss their and/or their crews’ specific travel requirements.
- Research, negotiate and secure rates with airlines, car rental companies and hotels, identifying the most suitable choice as well as the best quality service with reasonable rates.
- Evaluate and review contracts, reporting to Supply Chain Manager for review and approval.
- Schedule and prepare travel itineraries outlining flight schedules, car rentals, and hotel accommodations and other amenities needed.
- Serve as primary point of contact for travel issues and emergencies like cancelled flights or travel delays; helping the employee find alternate flights, rental cars or hotels for extra nights.
- Be familiar with all travel-related regulations and ensuring travellers abide by all regulations.
- Issue Purchase Orders for all bookings, acquiring the appropriate approvals for employees who work for our various entities across Canada.
- Review and submit invoices and statements to Account Payable. Confirm accurate billing and ensure travel bookings were used by employee; compare invoices with actual travel transactions to validate charges.
- Coordinate any travel documents needed (includes passports or travel
- May be required to arrange accommodations and transportation for Company guests on occasion.
- Act as the liaison with the company designated travel agency, on behalf of the Company.
- Follow Corporate Travel Policy, ensuring safe and efficient travel operations, in accordance with Company policies and guidelines.
- Supply information to divisional heads in order to facilitate travel budgets and reports.
- Assist with tracking travel, travel expenses and payments to ensure compliance with the Company’s travel policy and rate agreements.
- Typically working within regular business hours but will require work during evenings and weekends to accommodate employees’ needs while traveling or in emergency situations.
- Shift work might be required if travel request volumes warrant.
- Perform special related projects and assignments as directed.

**KNOWLEDGE, SKILLS and ABILITIES**:

- Ability to work with employees at all levels (Executive/Field/Administrative), gauging their requirements and understanding their needs.
- Strong interpersonal skills and the ability to get along and interact well with others (colleagues and vendors, etc.).
- Above average customer service skills.
- Detail oriented and highly organized to keep all travel arrangements in order, with ability to multi-task and prioritize urgent matters.
- Strong ability to set and meet deadlines.
- Ability to work independently with little supervision.
- Strong verbal and written communication skills.
- Sound decision making ability.
- Ability to work in a fast-paced environment and operate well under pressure and time constraints.
- Ability to adapt to flexible hours during busy seasons of the business.
- A good understanding of maps and geography to assist in successful travel planning.
- A valid Driver’s license and access to a vehicle is an asset.

**JOB REQUIREMENTS**:

- Diploma or certification in an appropriate field of study; and 2+ years of work experience in corporate travel or a related field.
- Previous experience working at a travel agency in a customer service-related role is preferred.

**WHAT WE OFFER**:

- Competitive Compensation Package
- An industry leading comprehensive benefits program, including extended health and dental
- Employee Assistance Program
- Employer Contributions to RRSP, as well as Employee Employer Matching
- Health and Wellness Spending Accounts, where unused amounts carry over before being deposited in RRSP.
- Eligible for discretionary performance bonus
- Hybrid Work environment
- The opportunity to work with a great team where Safety is an integral part of our cult

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