Travel & Orientation Coordinator

Cowan Systems and Cowan Management•Baltimore, MD

7d•Onsite

About The Position

The Travel & Orientation Coordinator is responsible for executing a smooth transition for new employees from previous job to Cowan Systems. This role streamlines the onboarding process to ensure the employee has completed all necessary documentation prior to orientation and communicates with the Recruiting and Operations team. The Travel & Orientation Coordinator must act as a positive advocate for Cowan Systems and support the Recruiting, Retention and Operations departments.

Requirements

Organization
Time Management
Excellent written and verbal communication skills
Bachelor’s Degree
1-3 years of Administrative background preferred
Microsoft Office Skills (Outlook, Teams, Excel, Word, etc)

Responsibilities

Manage all onboarding paperwork to completion for each new hire pre-orientation
Ensure driver’s complete the FMCSA pre-employment Clearinghouse request prior to orientation – helping them register if necessary
Collect and upload all completed onboarding forms in Tenstreet
Advise the recruiting team on pre-employment drug screen and DOT physical status prior to orientation
Assist Senior Travel Coordinator with new hire and incumbent driver travel/lodging needed and requested by operations/recruiting (rental car, uber, train, bus, flight, hotel) and sending travel accommodations to new hire/incumbent driver/staff
Send DocuSign Travel letters and all travel arrangements to new hires
Set up the orientation room every week for on-site orientations.
Make sure orientation room is stocked with supplies/drinks/etc
Order Baltimore orientation lunches
Assist with Baltimore Driver Orientation arrivals & dismissals
Collaborate with Senior Travel Coordinator and Safety department in planning on-site road tests during orientation
Dismissal of orientation both days
Confirm drivers in Baltimore orientation have all outstanding items (offer letter, Paylocity, drug screen/physical) completed – if not, assist driver with completing the needed items prior to the start of class
Advise recruiting & supporting documents via email of any on-site orientation schedule changes and/or conflicts that occur during orientation
Record/Track orientation cost – travel, lodging, meals, etc
Assist Senior Travel Coordinator with Driver Recruiting Expense Report(s)
Track driver referrals for each orientation week and provide to Driver Payroll Department
Display a positive attitude in person and on the phone
Provide excellent communication/service to new hires and supporting departments via phone and email