Travel Coordinator

**WHO WE ARE**:
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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 visas).
- 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.
- 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.
- 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.
- 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 culture
- We would like to thank all applicants for their interest but only th