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Travel Coordinator (Field Staff)

fully flexible
Remote: 
Full Remote
Contract: 
Full time
Experience: 
Senior (5-10 years)
Work from: 
Washington (USA), United States

Lindblad Expeditions logo
Lindblad Expeditions SME https://bit.ly/
501 - 1000 Employees
See all jobs

Job description

WHO WE ARE
Lindblad Expeditions is a true pioneer in Expedition Travel. From taking the first citizen explorers to Antarctica in 1966, opening the Galapagos and Easter Island to tourism in 1967, leading the first tourist expedition through the Northwest Passage in 1984, and launching our innovative partnership with National Geographic in 2004, we're now taking almost 30,000 guests a year to some of the world’s most remote and pristine locations on our fleet of 21 ships, and are committed to ensuring our guests experience the “Exhilaration of Discovery”.

ROLE OVERVIEW
As a member of the Field Staff Department, the Field Staff Travel Coordinator holds the critical responsibility of orchestrating and overseeing all facets of travel arrangements for the entirety of the field staff. This encompasses a wide array of tasks, from booking flights and accommodations to arranging ground transportation and managing any unforeseen travel disruptions.

In addition to these core duties, the Travel Coordinator also provides invaluable support to the Field Staff Coordinator (FSC) team, assisting them in their diverse responsibilities and ensuring the smooth operation of the department. 

ROLE RESPONSIBILITIES
  • Travel Management and Compliance: Meticulously manages and reviews all travel requests, ensuring they adhere to Lindblad’s Field Staff travel policies. Exercises sound judgement when booking flights, hotels, transfers, and rental cars, considering factors such as cost, convenience, and the specific needs of the field staff. 
  • Travel Resources and Guidance:Maintains comprehensive and up-to-date travel-related instructions and resources, making them readily accessible to all field staff. This includes information on travel policies, procedures, and best practices, as well as any relevant forms or documentation. 
  • Travel Booking System Administration: Creates and manages accounts within the travel booking system for all field staff, ensuring they have the necessary access and permissions. Provides training and support to field staff on how to use the system effectively. 
  • Collaboration and Reconciliation: Works closely with the Crew & Office Travel Coordinator to manage the travel booking system and maintain a positive relationship with the vendor. Collaborates on reconciling travel transactions monthly, ensuring accuracy and completeness. 
  • Event Logistics:Assists in managing the logistics for Field Staff Department events, such as staff meetings and training workshops. This includes arranging accommodations, booking travel, and coordinating any other necessary arrangements. 
  • Field Staff Communication and Support:Maintains a professional and responsive communication channel with field staff via email. Promptly and effectively addresses any travel-related inquiries or concerns. Manages the FS Travel inbox, ensuring that all emails are handled in a timely and appropriate manner. 
  • Personal Travel Deviation Program: Oversees the Personal Travel Deviation program for field staff, which allows for exceptions to the standard travel policies under certain circumstances. Reviews and approves requests for deviations, and processes payments as needed. 
  • Arrival and Departure Coordination: Collaborates with the FSC team to provide accurate and timely arrival and departure information for field staff to colleagues and third parties. Assists in calculating any additional travel pay that may be required. 
  • Administrative Systems and Tools: Proficiently utilizes a variety of systems and platforms to perform administrative tasks in collaboration with the FSC team. This includes the guest booking system, reporting tool, staff management system, Smartsheet, SharePoint, and other relevant tools. 
  • Pre-Travel Communication: Prepares and sends pre-travel communications to field staff, containing essential information about their upcoming travel arrangements. This may include flight itineraries, hotel details, and any other relevant information. 
  • Travel Reporting: Generates management reports on field staff travel as requested, providing insights into travel patterns, costs, and other key metrics. 
  • Additional Travel Support: Provides travel-related support and assistance to Field Staff Department colleagues and other onboard positions as needed. This may include answering questions, making travel arrangements, and resolving any travel-related issues. 

    • MINIMUM QUALIFICATIONS
  • Experience or aptitude in administration and information management 
  • Ability to communicate complicated information clearly and in a timelyand kind manner 
  • Ability to navigate decision making within defined parameters 
  • Ability to work autonomously and as a part of a team 

    • PREFERRED QUALIFICATIONS
  • Knowledge of the travel industry  
  • Previous experience in booking or managing travel 
  • Knowledge of platforms such as SharePoint, Smartsheet, Microsoft Office 
  • Creativity aptitude in problem solving that are both efficient and cost effective 
  • Ability to look at a program holistically  
  • Desire to create connection with teammates and field staff 
    • OUR BENEFITS
    • Travel benefits for employees and their family 
    • Health insurance including Medical, Dental, Vision  
    • 401(k) plan with employer match  
    • Long-Term Disability, Life & AD&D Insurance
    • Flexible Spending Account (FSA) to be used for out-of-pocket medical and dependent care  
    • Pre-Tax Commuter Benefit  
    • 7-8 Paid Holidays
    • 2-3 Floating Holiday Options (pro-rated per start date)
    • Up to 15 days of vacation (pro-rated per anniversary year)
    • Parental Leave
    • Sick/personal days per city & state ordinance
    • Pet Insurance discount

    COMMUNICATION SKILLS 
    Using the English language, this person must have the ability to read, write, and comprehend policies, legal guidelines, correspondence, and memos.   Must also possess the ability to effectively communicate--both in writing and orally--with a professional demeanor. 
     
    PHYSICAL DEMANDS 
    While performing the duties of this job, the employee is frequently required to sit, talk and hear.  The employee will also be required to write and type.  The employee is occasionally required to stand, walk, and reach with hands and arms.  

    COMPENSATION STATEMENT
    Lindblad Expeditions determines the pay for positions using local, national, and industry-specific survey data. We evaluate external equity and the cost of labor/prevailing wage index in the relative marketplace for jobs directly comparable to jobs within our company. Our posted salary range is based on national data and may be refined for a candidate's region/town/cost of living.

    For new hires, we strive to make competitive offers allowing the new employee room for future growth. Salaries will be based on the applicant’s location, level of experience, education, and specialized knowledge and skills. An employee/candidate with a stronger skill set will receive higher pay.

    EQUAL OPPORTUNITY EMPLOYER STATEMENT
    At Lindblad Expeditions, we simply could not do our work without the diverse kaleidoscope of humanity that creates and delivers our remarkable offerings across the planet. As a Company that respects and celebrates the inherent diversity in the places we explore, we recognize the need to mirror that same diversity and all the interconnected perspectives within our organization. We are committed to building a community of different genders, races, ages, sexual orientations, chosen identities, and countries of origin where every person brings their whole self to work and whose skills, talents, and abilities are valued. We believe we can explore further and in a more meaningful way by actively creating a more diverse and inclusive organization where everyone feels they belong.

    Lindblad Expeditions is an equal opportunity employer. Individuals seeking employment at Lindblad Expeditions are considered without regard to race, sex, color, religion, national origin, age, disability, genetics, marital status, pregnancy, unemployment status, sexual orientation, citizenship status, or veteran status.

    Required profile

    Experience

    Level of experience: Senior (5-10 years)
    Spoken language(s):
    English
    Check out the description to know which languages are mandatory.

    Hard Skills

    Corporate Travel ManagementEvent SchedulingInformation ManagementSystem AdministrationSmartsheetMicrosoft SharePoint

    Other Skills

    • Problem Solving
    • Communication
    • Microsoft Office
    • Decision Making
    • Teamwork
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