Travel & Licensing Coordinator

Hays Electrical Services•Houston, TX

5d•Onsite

About The Position

Hays Electrical Services is seeking a Travel & Licensing Coordinator to manage company travel arrangements and support electrical contractor licensing and permitting across multiple states and municipalities. This role requires someone highly organized, dependable, and resourceful, able to manage competing deadlines, exercise sound judgment, and communicate confidently with employees, vendors, and government agencies. Experience with corporate travel, licensing/permitting, construction, electrical contracting, property or housing coordination, or administrative operations is a plus; prior experience in both Travel and Licensing is not required.

Requirements

Highly organized, dependable, responsive, resourceful, and persistent.
Strong follow-through and attention to detail.
Ability to manage multiple priorities and deadlines simultaneously.
Ability to work independently and take ownership of assigned responsibilities without requiring constant direction.
Ability to exercise good judgment and know when an issue needs to be escalated.
Ability to communicate professionally and confidently with employees at all levels, vendors, and government agencies.
Comfortable picking up the phone and following up until an issue is resolved.
Ability to handle confidential employee and company information appropriately.
Ability to follow and consistently apply established company policies.
Ability to remain calm and solution-oriented when dealing with urgent travel situations or last-minute changes.
Comfortable working in a fast-paced environment where priorities can change quickly.

Nice To Haves

Experience with corporate travel
Experience with licensing/permitting
Experience with construction
Experience with electrical contracting
Experience with property or housing coordination
Experience with administrative operations

Responsibilities

Coordinate and book employee business travel, including airfare, hotels, rental vehicles, and ground transportation.
Monitor the Travel inbox and manage new requests, changes, cancellations, and time-sensitive travel needs.
Coordinate onboarding, project-related, and other company travel.
Assist with temporary and extended-stay housing, including hotels, apartments, and other accommodations.
Track housing dates, extensions, lease terms, move-ins, move-outs, and project-related housing needs.
Maintain accurate travel confirmations, itineraries, receipts, and supporting documentation.
Assist with travel invoices, credits, refunds, reconciliation, and expense documentation.
Communicate company travel and housing policies and ensure requests are handled within established guidelines.
Work directly with airlines, hotels, rental car companies, property managers, and other vendors to resolve issues.
Assist travelers with disruptions or emergencies and identify solutions quickly while remaining cost-conscious.
Assist with obtaining and maintaining electrical contractor licenses, business licenses, registrations, and permits across multiple states and municipalities.
Prepare and submit applications, renewals, registrations, and required supporting documentation.
Track expiration and renewal dates and proactively address upcoming deadlines.
Communicate directly with state licensing boards, municipalities, permitting offices, and other government agencies.
Research licensing, registration, and permitting requirements for new jurisdictions and projects.
Follow up consistently on pending applications and work through delays, missing requirements, or other issues.
Coordinate with internal departments to obtain required signatures, insurance certificates, corporate documents, financial information, and other supporting materials.
Maintain accurate and organized records of licenses, permits, applications, fees, correspondence, and supporting documentation.