Travel & Admin Coordinator

Cobra Enterprises•Beausejour, MB

10d•Onsite

About The Position

The Travel & Admin Coordinator provides centralized coordination of travel, mobilization logistics, and administrative support for field and office personnel. This role plans and books air & ground travel and accommodations, maintains accurate travel and workforce schedules, supports onboarding and site-access readiness, and assists with expense documentation in alignment with company policies. The Coordinator works closely with Operations, Project Teams, Safety, Finance, Human Resources, and external travel vendors to ensure timely mobilizations, clear communication, and efficient processes. This position requires strong organization and attention to detail, the ability to manage frequent changes and disruptions, and comfort handling confidential information. Some on-call support is expected for after-hours or weekend changes, emergency bookings, and corrections.

Requirements

Exceptional planning and organization
Attention to detail
Strong communication and customer service skills
Ability to problem-solve under pressure
Ability to manage multiple priorities in a fast-paced environment with frequent last-minute changes
Handle confidential information with professionalism
Work collaboratively across Operations, Projects, Health and Safety, Human Resources, and Finance
Support policy-compliant booking and expense documentation
Extensive computer use
Prolonged sitting

Nice To Haves

Community College Diploma in Business Administration, Office Administration, Travel & Tourism, Construction, or a related field.
2–5 years of experience in travel coordination, administrative coordination, logistics, or a similar role.
Proficiency with Microsoft Office (Excel, Outlook, Word) and Teams; comfortable maintaining trackers and producing status snapshots.
Experience supporting remote field mobilizations, rotations, and frequent schedule changes (asset).
Travel coordination training/certification and/or First Aid/CPR (assets).

Responsibilities

Coordinate end-to-end employee travel (flights, accommodations, ground transportation), including changes and cancellations or travel disruptions.
Align bookings with project schedules, rotations, camp logistics, charters, staging, and site-access requirements; communicate itineraries and reporting details.
Support mobilization readiness and onboarding logistics for new field hires, including first mobilization booking, instructions, and tracking of clearance or training requirements with Health and Safety and Operations.
Maintain accurate travel, manpower, rotation, onboarding, and demobilization trackers; provide regular snapshots and flag risks, gaps, and bottlenecks.
Assist with expense support and documentation (receipts, coding, reconciliations) and coordinate follow-ups with Finance as needed.
Liaise with internal stakeholders and external travel vendors to resolve issues quickly, maintain positive vendor relationships, and identify cost-saving and process-improvement opportunities.