SUMMARY
The Travel & Shipping Coordinator is responsible for sourcing, organizing, booking, tracking, and handling travel requests for an organization. They ensure that travel needs are met within the constraints of the company travel budget. Handle all equipment shipping needs for scheduled client visits.
ESSENTIAL DUTIES AND RESPONSIBILITIES
Customer Service
· Maintains excellent customer service as the driving philosophy of the operation
· Personally, demonstrates a commitment to client service in responding promptly to clients’ needs
· Committed to making every client is satisfied
· Meets or exceeds client satisfaction measures
· Ensures company standards and services contribute to the delivery of consistent client service
· Implements and practices client service initiatives and performs to standards
Travel & Shipping Coordinator Duties
- Arrange transportation and lodging for client visits.
- Process all payments and per diems for team members on a weekly basis.
- Communicate travel hours to be paid in payroll with HR.
- Serve as a liaison between airlines, hotels, and car rentals for team members.
- Communicate travel information to team members accurately and in a timely manner.
- Handling after-hours calls from traveling team members on a rotating basis.
- Determine the most efficient and economical shipping method for sending products to job sites.
- Create shipping paperwork and schedule pick-up with FedEx and other vendors.
- Review required equipment inventory prior to shipping to client sites.
- Work with Procurement Specialist to order any out-of-stock equipment
- Work with the Service Desk to ensure all LOA’s for Phone Team are completed accurately and in a timely manner.
- Assist with Service Desk service calls when needed.
- Other duties as required.
QUALIFICATIONS
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
· Outstanding interpersonal communication
· Working knowledge of travel processes, including last-minute changes
· Ability to juggle multiple projects simultaneously – well organized
· Understanding of travel regulations and policies
· Ability to maintain and manage vendor relationships
EDUCATION and/or EXPERIENCE
- Experience with coordinating travel arrangements is preferred
- Firm grasp of digital date and file management systems
- Knowledge of ConnectWise system is a plus
- Must have good communication and customer service skills.
- High School diploma or equivalent required.
LANGUAGE AND MATHEMATICAL SKILLS
· Ability to read and speak English and comprehend simple instructions, short correspondence, and memos
· Ability to effectively present information in one-on-one and small group situations to vendors and other team members
· Ability to effectively communicate with team members, vendors, and supervisors for optimum operation of the company
· Ability to add, subtract, multiply and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rates, ratio, and percent and to draw and interpret bar graphs
· Demonstrated organizational skills
REASONING ABILITY
Demonstrate the ability to anticipate and solve practical problems or resolve issues.
CERTIFICATES, LICENSES, REGISTRATIONS
· A valid driver’s license is preferred
PHYSICAL DEMANDS/ WORK ENVIRONMENT:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
- Individuals may need to sit or stand as needed for an extended period
- Reaching above shoulder heights, below the waist or lifting as required to file documents or store materials
- Proper lifting techniques required
- Exerting up to 20 pounds of force constantly to lift, carry, push, pull, or otherwise move objects
The performance of this position may occasionally require exposure to the manufacturing areas where certain areas require the use of personal protective equipment such as safety glasses with side shields and mandatory hearing protection. Primary environment: ambient room temperatures, lighting and traditional office equipment as found in a typical office environment.
Job Type: Full-time
Pay: $45,000.00 - $50,000.00 per year
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Employee assistance program
- Health insurance
- Health savings account
- Life insurance
- Paid time off
- Vision insurance
Schedule:
Experience:
- Travel planning: 1 year (Required)
- Shipping & receiving: 1 year (Required)
Ability to Commute:
- Pottstown, PA 19464 (Required)
Work Location: In person