Travel & Workforce Logistics Coordinator

Paradigm Building Solutions Ltd•Kelowna, BC

1d•Hybrid

About The Position

The Travel & Workforce Logistics Coordinator is responsible for planning and coordinating workforce travel, accommodations, crew movements, and mobilization logistics for Buildforth by Paradigm construction projects across multiple locations. This role supports project operations by ensuring employees are mobilized efficiently, accommodations are secured in a timely and cost-conscious manner, and workforce logistics information is accurate, organized, and aligned with project schedules. This position works closely with Construction Managers, Site Supervisors, HR, Accounting, and employees to support workforce planning, crew rotations, travel coordination, accommodation management, and payroll-related verification. Success in this role requires strong organization, communication, adaptability, cost consciousness, attention to detail, and the ability to proactively manage changing project requirements in a fast-paced construction environment.

Requirements

3+ years of experience in travel coordination, workforce logistics, scheduling, administration, or a related coordination role.
Proficiency in Microsoft Office, including Excel and Outlook.
Ability to maintain accurate records, track details, and follow through on outstanding information.
Strong communication skills with the ability to coordinate with employees, field leaders, vendors, and internal departments.
Ability to handle employee and business information with professionalism and confidentiality.

Nice To Haves

Experience in construction, industrial operations, remote workforce coordination, or project-based environments is considered an asset.
Experience supporting rotational or remote workforce deployments is considered an asset.
Strong organizational skills with the ability to manage multiple projects, timelines, and priorities simultaneously.
Experience with scheduling, payroll, or workforce systems is considered an asset.
Highly proactive and persistent; follows up consistently until required information is received.
Strong planning and forecasting mindset with the ability to anticipate upcoming workforce and accommodation needs.
Cost-conscious decision making with a focus on practical, sustainable, and operationally efficient solutions.
High attention to detail, particularly when reviewing schedules, travel details, accommodation records, and financial submissions.
Ability to identify discrepancies, escalate concerns when required, and support consistent application of company policies.
Confident communicator who can follow up, push back professionally, and hold others accountable to timelines.
Adaptable and calm under pressure when project schedules, travel plans, or accommodation needs change quickly.

Responsibilities

Coordinate workforce travel, accommodations, and mobilization logistics for active construction projects.
Work closely with project teams to support scheduling, workforce planning, crew rotations, and deployment timelines.
Coordinate flights, transportation, accommodations, and related travel arrangements for employees.
Support onboarding and mobilization planning for new hires, returning employees, and workforce transitions.
Respond to schedule changes, travel disruptions, accommodation issues, and operational changes in a timely and professional manner.
Secure and manage accommodations while maintaining cost awareness and operational efficiency.
Support long-term housing planning where appropriate to reduce reliance on short-term accommodation options.
Assist with accommodation management, vendor coordination, landlord communication, and general housing administration.
Build and maintain positive working relationships with vendors, landlords, travel providers, employees, and internal teams.
Ensure company accommodation standards, policies, and expectations are communicated and maintained.
Maintain regular communication with site teams and employees regarding schedules, travel plans, accommodation details, and logistics updates.
Maintain organized records related to travel, accommodations, workforce schedules, vendor information, and logistics coordination.
Support Buildforth fleet coordination as required, including vehicle availability, assignment tracking, and related administrative follow-up for project mobilization.
Work collaboratively with Accounting, HR, and Operations to support administrative, reporting, and reconciliation requirements.
Provide general administrative and operational support related to workforce logistics and project mobilization.
Review employee travel and workforce submissions for accuracy and policy compliance.
Support verification processes related to schedules, travel days, accommodations, rotations, and applicable allowances.
Review and verify workforce logistics information to support payroll accuracy, cost tracking, and policy compliance.
Assist in identifying and resolving discrepancies related to travel, accommodation, schedules, or workforce logistics information.
Maintain accurate records and supporting documentation for tracking, reporting, reconciliation, and audit purposes.
Work collaboratively with payroll, finance, and operations teams to support timely processing and follow-up.