Scheduling & Travel Coordinator

AquaSmart•Midland, TX

13d•Hybrid

About The Position

The Scheduling & Travel Coordinator is the single point of accountability for workforce scheduling and travel across AquaSmart Oil & Gas. Working hand in hand with team leadership, this role determines where staff need to be, records and maintains those assignments in Rippling, and stays ahead of the constant movement of crews across locations and basins. The role also owns the full travel program for scheduled employees (flights, hotels, rental cars, rideshare, and ground transportation) and builds and manages the vendor relationships that keep that travel reliable and cost-effective. This role reports to the Director of Finance and partners daily with Operations leadership, field supervisors, HR, and Finance. It can be fully remote or based in our Midland, TX office with remote flexibility; we will determine the best fit with the selected candidate. Candidates located in or near Midland, TX are preferred. This is a full-time, hourly (non-exempt) position with flexibility to respond to time-sensitive travel needs outside standard hours.

Requirements

Exceptional organization and attention to detail; able to manage many moving parts at once without dropping any
3+ years in scheduling, logistics, dispatch, corporate travel coordination, or operations/administrative coordination
Proficiency with HRIS and/or scheduling systems and strong Excel skills; Rippling experience a plus
Strong written and verbal communication; able to coordinate clearly across leadership and field staff
Cost-conscious with sound judgment; comfortable negotiating with and managing vendors
Calm, responsive, and solution-oriented under pressure, including flexibility for after-hours travel issues
Willingness to complete travel agent training and certification after hire (company paid)

Nice To Haves

experience scheduling a multi-site, rotational, or field-based workforce (oilfield services a strong plus) and/or corporate travel management experience (travel agency, TMC, or in-house travel desk)

Responsibilities

Build and maintain the master staffing schedule for all AquaSmart employees, working with Operations and field leadership to determine where staff are assigned and when
Anticipate crew movement across sites and basins; plan rotations, transitions, and coverage, and resolve conflicts before they reach the field
Enter and maintain all scheduling and assignment data in Rippling in real time so the system always reflects reality
Book all travel for scheduled employees: flights, hotels, rental cars, rideshare, and ground transportation, including airport pickups
Build complete itineraries and proactively handle changes, delays, and last-minute rebookings; serve as the point of contact when travel is disrupted, including outside normal hours as needed
Create and manage travel vendor relationships; negotiate and maintain corporate and preferred rates
Complete the training and obtain the credentials required to qualify as a travel agent (company paid), with all reward points, perks, and commissions earned through company bookings directed to AquaSmart
Track travel spend against budget, reconcile bookings and invoices with Finance, and report on schedule status, spend, and vendor savings to leadership