Travel Service Coordinator
About The Position
Ceres Environmental Services is seeking a highly detailed, service-oriented Travel Services Coordinator to support employee travel across corporate offices, project locations, and field operations. This individual contributor coordinates accurate, timely, and cost-conscious reservations, confirms required approvals, maintains complete travel records, and responds promptly when travel plans change. Success during the first 12 months is demonstrated through accurate bookings, timely communication with employees and supervisors, accurate documentation, and dependable customer service. The role is primarily office-based in Sarasota, Florida, and involves frequent communication by phone and email, detailed recordkeeping, and coordination across multiple time zones and departments. Travel requests may be routine or require immediate response during emergency-response situations. Evening, weekend, and extended-hour availability may be needed during peak operational periods or when operational and emergency-response needs require support.
Requirements
- High school diploma or equivalent.
- 1–3 years of experience in travel coordination, reservations, logistics, customer service, or a related administrative role.
- Proficiency using a reservation system and lodging management system.
- Experience using Microsoft Office, including Outlook, Word, and Excel.
- Strong written and verbal communication skills, attention to detail, organization, follow-through, and time management.
- Ability to manage multiple requests independently, meet strict deadlines, maintain confidentiality, and work effectively as part of a team.
- Availability to work evenings, weekends, and extended hours when operational or emergency-response needs require support.
Nice To Haves
- Experience using Atriis and Direct Accommodations.
- Bilingual in Spanish.
- Experience coordinating travel for field operations, construction, disaster response, or other fast-paced, multi-site environments.
- Intermediate or advanced Microsoft Excel skills, including maintaining and auditing tracking spreadsheets.
- Experience supporting high-volume or last-minute travel changes.
Responsibilities
- Coordinate with traveling employees and supervisors to identify reservations and travel requirements based on project and business needs.
- Confirm required approvals before booking travel.
- Book air, hotel, rail, rental car, and other ground transportation according to company and contractual guidelines.
- Respond promptly to itinerary changes, cancellations, disruptions, and urgent traveler needs, including after normal business hours when required.
- Maintain accurate travel records and supporting documentation, including itineraries, confirmations, emails, receipts, and reservation-tracking spreadsheets.
- Communicate with airline, hotel, rail, rental car, and ground transportation representatives to confirm reservations, hotel check-ins and check-outs, and vehicle returns.
- Partner with Finance, Operations, Human Resources, project teams, and other departments to resolve travel issues and improve process efficiency.
- Follow established travel processes and procedures while protecting confidential employee and company information.
- Maintain professional, positive working relationships with employees, supervisors, vendors, and internal partners.
- Perform additional travel-related and administrative duties as assigned by the Travel Manager.
Benefits
- Opportunities for professional growth and advancement.
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What This Job Offers
Job Type
Full-time
Education Level
High school or GED
