Field Service Travel Coordinator

PURPOSE OF POSITION:

The purpose of the Field Service Travel Coordinator is to coordinate and book business travel for Field Service employees and leaders across all locations and roles, including air, hotel, rental car, and related logistics, and to manage travel changes as business needs evolve. This role serves as the central point of contact for Field Service travel planning related to training, meetings, new hires/onboarding, customer/site needs, and other business-driven travel requirements while ensuring accuracy, policy alignment, cost awareness, and a positive employee experience.

SUPERVISORY RESPONSIBILITIES:

This position has no direct supervisory responsibilities.

ESSENTIAL FUNCTIONS:

• Serve as the primary travel coordinator for Field Service, booking airfare, lodging, rental cars, and other approved travel needs for employees across regions and job families.

• Receive and validate travel requests (dates, location, business purpose, cost center/project code, traveler details, site/customer requirements).

• Coordinate travel for key events including new hire onboarding, required training/certifications, project/site mobilizations, leadership meetings, and customer visits.

• Manage itinerary changes including rescheduling, cancellations, missed connections, extensions, and emergency changes, ensuring travelers and stakeholders have updated confirmations.

• Support travelers with time-sensitive issues (flight disruptions, hotel issues, car rental changes) and escalate appropriately to vendors/travel agency per process.

• Maintain a consistent travel request workflow (intake, approvals if required, booking, confirmation distribution, tracking).

• Ensure bookings align with internal travel guidelines/policy (as applicable), preferred vendors, and budget expectations, flag exceptions for approval.

• Track and report travel activity as needed (e.g., volumes, costs, common issues, lead times, unused tickets/credits, compliance to process).

• Coordinate with Finance/AP on travel-related invoice questions, credits, disputes, and documentation requirements.

• Maintain accurate records and documentation for each trip (itineraries, approvals, changes, traveler communications) in designated systems/files.

• Partner with HR/Recruiting/Training to anticipate upcoming travel needs (start dates, training schedules, class locations) and proactively plan bookings.

• Identify process improvements to reduce last-minute changes, increase cost efficiency, and improve traveler experience.

• Maintain confidentiality and professionalism when handling employee data, schedules, and business-sensitive travel details.

• Perform other duties as assigned by management.

COMPETENCIES:

• Customer Service Orientation: Responsive, professional support to travelers; calm under pressure.

• Planning & Organization: Strong ability to manage high-volume scheduling and competing priorities.

• Attention to Detail: Accurate entry of names, dates, locations, loyalty numbers, and requirements; prevents costly errors.

• Communication: Clear, timely written and verbal communication with employees, leaders, vendors, and cross-functional partners.

• Problem Solving: Ability to troubleshoot disruptions and propose options quickly while staying within guidelines.

• Time Management: Meets deadlines, manages urgent travel changes, and handles multiple requests simultaneously.

• Judgment & Discretion: Handles confidential information appropriately; escalates exceptions and risks.

• Collaboration: Works effectively with Field Service, HR, Finance, and external travel partners.

• Technical Proficiency: Comfortable using travel booking tools and standard office systems (Excel, Outlook/Teams, expense systems).

EDUCATION AND EXPERIENCE:

• Associate’s degree or higher preferred (Business Administration, Hospitality, Travel/Tourism, Operations, or related field).

• 2+ years of experience in travel coordination, administrative support, operations coordination, or similar role; experience supporting field-based or multi-site teams strongly preferred.

• 1+ year of experience booking air/hotel/rental car and managing changes/cancellations required; experience with a corporate travel agency or travel management platform preferred.

• Proficiency with Microsoft Office (Outlook, Excel, Word, Teams); familiarity with expense management and/or purchasing processes preferred.

PHYSICAL/MENTAL/ENVIRONMENTAL: 

Physical Demands:

Activities: Sitting – 80% Walking/Standing – 20% Lifting: Must be able to lift up to 15lbs. Vision: Long periods of close work on a computer screen. 

Travel: Occasional travel (up to 10%) may be required to IEM regional field offices and vendor sites.

Mental Demands: Interpret, analyze, research and handle multiple tasks simultaneously; manage time-sensitive disruptions and urgent travel changes with professionalism and accuracy.

Environment: Climate controlled office space and non-climate-controlled production floor (as applicable to work location/visits).