Travel & Logistics Coordinator

Travel & Lodging Coordinator

Duran Tent Specialists

We are looking for a highly organized and dependable Travel & Lodging Coordinator to join our office team.

Our crews travel throughout California and across the United States for different projects. We need one person who will take full responsibility for coordinating all employee travel and lodging from beginning to end.

Responsibilities

• Book hotels for traveling crews
• Book and manage employee flights
• Arrange rental cars, vans, and other transportation
• Coordinate travel based on job schedules and crew lists
• Make last-minute flight and hotel changes when job schedules change
• Handle cancellations, extensions, early checkouts, and rebooking
• Send supervisors and employees their hotel, flight, and transportation information
• Confirm reservations before crews travel
• Keep track of hotel check-in and check-out dates
• Communicate directly with hotels, airlines, and rental companies when problems come up
• Search and negotiate for better hotel rates whenever possible
• Look for opportunities to establish corporate hotel rates
• Keep travel costs within company guidelines
• Track travel expenses by project/job
• Maintain organized records of reservations, confirmations, receipts, and cancellations
• Review hotel and travel charges for mistakes or duplicate charges
• Work closely with Operations when crews or schedules change
• Help make sure employees have everything they need before traveling

What We Are Looking For

We need someone who is:

• Extremely organized
• Comfortable handling multiple jobs and crews at the same time
• Good at communicating with employees and vendors
• Able to solve problems quickly
• Comfortable making phone calls and negotiating rates
• Detail-oriented with dates, names, locations, and costs
• Able to handle last-minute changes without getting overwhelmed
• Comfortable using computers, email, spreadsheets, and online booking systems
• Responsible with company credit cards and travel expenses
• Bilingual English/Spanish is strongly preferred

Most Important

This is not simply a position where you book a hotel or flight when someone asks.

We are looking for someone who will take ownership of company travel and lodging.

When a crew is traveling, this person should know:

Who is going.
Where they are going.
When they are leaving.
Where they are staying.
How they are getting there.
When they are returning.
And how much the company is spending.

The goal is to keep our crews organized while controlling travel costs and taking this responsibility off our Operations team.

Position: Full-Time, In-Office
Company: Duran Tent Specialists