Travel Coordinator

Overview

Job Description Summary

The Travel Coordinator position manages the work and resource scheduling for the entire Onsite Team, including internal coordination and communication, client coordination, and resource logistics. This includes team availability, travel decision-making balancing client needs with cost effectiveness, and scheduling of all travel accommodations such as hotels, rental cars, airfare, and equipment shipping. While the majority of focus is supporting the Onsite Technical Team, this role is also responsible for coordinating travel bookings across the entire Navanta BPC organization. This includes handling travel requests from multiple departments and ensuring all company travel needs are managed efficiently and consistently. The role works cross-functionally to ensure teams can address client and internal needs effectively.

Responsibilities

Essential Functions

• Plan, schedule, and coordinate multiple simultaneous onsite requests.
• Act as liaison between clients, onsite resources, and stakeholders.
• Determine onsite resource needs with stakeholder input.
• Prepare and update plans, timelines, itineraries, and schedules.
• Utilize Navanta travel platforms to book accommodations.
• Monitor progress and adjust plans and travel arrangements as needed.
• Coordinate team availability and scheduling conflicts.
• Work with leadership and Accounting to optimize resource utilization.
• Escalate complex issues to senior management.
• Maintain company vehicle fleet including maintenance and inspections.
• Coordinate all Navanta BPC travel bookings across departments.
• Perform related duties as required.

Competencies

• Communication Proficiency
• Organization and Time Management
• Detail-Oriented
• High Personal Accountability
• Problem Solving
• Proactive Initiative
• Positive Attitude
• Team Player
• Decision Making
• Independent Work Ability

Supervisory Responsibility

This position has no direct supervisory responsibility.

Work Environment

This role operates in a professional office environment and may involve travel via automobile or airplane. Standard office equipment is used regularly, and occasional operation of a company vehicle is required.

Physical Demands

The employee must be able to sit, stand, walk, and use hands regularly. Occasional lifting up to 25 pounds may be required. Vision abilities include close and distance vision, depth perception, and focus adjustment.

Position Type and Expected Hours of Work

Full-time position, typically Monday–Friday, 8:00 a.m. to 5:00 p.m. On-call availability is required for emergencies, including occasional evenings and weekends.

Travel

Infrequent travel is expected.

Qualifications

Required Education and Experience

• Strong verbal and written communication skills.
• Excellent organizational and multitasking abilities.
• At least one year of logistics, operations, or similar experience.

Preferred Education and Experience

• Project or employee management experience.
• Familiarity with scheduling and fleet management tools.
• Bachelor’s degree in business, logistics, or related field.

Other Duties

This job description is not exhaustive and may be updated as needed. Duties may change without notice.