Travel Coordinator

EXO Inc. has been protecting public infrastructure across the U.S. since 2009. With deep expertise in vertical infrastructure, EXO delivers engineering, inspection, and remediation services for lighting poles, transmission towers, and other infrastructure exposed to ongoing wear from usage, aging, and environmental conditions. The company builds on years of engineering design and fabrication experience across utilities, telecom, transportation, and retail sectors, supporting a comprehensive inspection and asset management approach for both new installations and aging structures.

About the role

The Travel Coordinator is responsible for managing all aspects of corporate travel arrangements for employees across multiple projects and locations. This role coordinates domestic and international travel, negotiates cost-effective travel solutions, develops and improves travel processes, maintains accurate travel records, and analyzes travel metrics to identify cost savings and operational efficiencies. The ideal candidate is highly organized, thrives in a fast-paced environment, possesses exceptional attention to detail, and can effectively manage multiple priorities while delivering outstanding customer service.

Responsibilities

• Coordinate all domestic and international travel arrangements, including airfare, hotels, rental vehicles, ground transportation, and other travel-related services.
• Manage high-volume travel requests while balancing employee preferences, business requirements, budgets, and travel policies.
• Monitor travel itineraries and proactively address schedule changes, delays, cancellations, or emergencies.
• Ensure travelers receive accurate itineraries, confirmations, and travel documentation in a timely manner.
• Coordinate travel for field employees, project teams, executives, and new hires.
• Maintain a centralized travel calendar and coordinate schedules to support operational needs.
• Assist with travel-related visa, passport, and other documentation requirements when applicable.
• Develop and maintain relationships with airlines, hotels, rental car agencies, and travel vendors.
• Negotiate preferred rates and identify opportunities for additional discounts and cost savings.
• Monitor travel expenses and ensure compliance with company travel policies.
• Resolve billing discrepancies and travel-related issues with vendors.
• Assist Accounting with travel reconciliations and expense reporting.
• Develop, document, and improve travel coordination processes and standard operating procedures.
• Identify opportunities to streamline booking processes and improve traveler experience.
• Recommend improvements to travel policies, vendor utilization, and approval workflows.
• Standardize travel documentation and communication across the organization.
• Assist with implementation and optimization of travel management software and systems.
• Track and maintain travel metrics including total travel spend, airfare, lodging, rental vehicle costs, vendor utilization, advance booking compliance, and travel policy compliance.
• Develop regular reports and dashboards for leadership.
• Identify trends and opportunities to reduce travel expenses while maintaining operational effectiveness.
• Measure and report savings achieved through negotiated rates, process improvements, and booking efficiencies.
• Maintain accurate travel records and historical data for reporting and forecasting purposes.
• Serve as the primary point of contact for employee travel questions and support.
• Communicate travel updates, itinerary changes, and important travel information promptly.
• Provide exceptional customer service while balancing competing priorities and urgent requests.
• Collaborate with Operations, Project Managers, HR, Accounting, and Executive Leadership to coordinate travel needs.
• Maintain confidentiality of employees and executive travel information.
• Maintain accurate travel records and documentation.
• Assist with travel policy updates and employee communication.
• Coordinate travel approvals and required authorizations.
• Support special projects related to travel operations and process improvements.
• Perform other administrative duties as assigned.

Requirements

• High school diploma or equivalent; Associate's or Bachelor's degree preferred.
• 2+ years of experience coordinating corporate travel, administrative coordination, scheduling, or similar operational support.
• Exceptional organizational and time management skills.
• Strong ability to manage multiple priorities simultaneously.
• Excellent verbal and written communication skills.
• Advanced proficiency in Microsoft Office, particularly Excel and Outlook.
• Strong analytical and problem-solving abilities.
• Demonstrated ability to maintain confidential information.
• Excellent customer service skills.
• Extremely high attention to detail.

Preferred Qualifications

• Previous corporate travel coordinator or travel agent experience.
• Experience using corporate travel booking platforms or Global Distribution Systems (GDS) such as Sabre, Apollo, Amadeus, or Concur.
• Experience negotiating hotel, airline, or rental vehicle agreements.
• Experience scheduling large groups or coordinating travel for field personnel.
• Experience developing operational processes or standard operating procedures.
• Experience tracking KPIs, reporting metrics, and documenting cost savings.
• Experience supporting a fast-paced construction, engineering, utility, or field service organization.

Physical Requirements

• Ability to sit for extended periods while working on a computer and managing travel systems.
• Frequent use of computers, telephones, and office equipment requiring repetitive hand and finger movements.
• Ability to occasionally lift and carry office materials weighing up to 20 pounds.
• Ability to move throughout an office environment as needed.
• Visual acuity sufficient to review travel itineraries, reports, contracts, and spreadsheets.
• Ability to communicate effectively by phone, video conference, and in person.
• Ability to work occasional overtime during periods of increased travel activity or operational demand.

Mental Requirements

• Exceptional organizational skills with the ability to prioritize numerous travel requests and competing deadlines.
• Ability to manage multiple schedules, reservations, and changing travel plans simultaneously while maintaining accuracy.
• Strong attention to detail to ensure error-free travel arrangements, documentation, and reporting.
• Analytical skills to evaluate travel expenditures, identify trends, and recommend cost-saving opportunities.
• Ability to develop, document, and improve business processes related to travel coordination.
• Excellent problem-solving skills with the ability to respond quickly to travel disruptions and changing priorities.
• Strong verbal and written communication skills to effectively interact with employees, vendors, executives, and external partners.
• Customer-focused mindset with the ability to provide professional and responsive service under pressure.
• Ability to maintain confidentiality while handling sensitive employee and executive travel information.
• Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word, with the ability to generate reports and maintain accurate travel records.
• Ability to work independently while collaborating effectively across multiple departments.
• Adaptability to rapidly changing priorities in a fast-paced operational environment.

Ideal Candidate Profile

The ideal Travel Coordinator is a highly organized, service-oriented professional who enjoys solving logistical challenges. They excel at juggling multiple priorities, identifying opportunities to improve processes, and finding ways to reduce travel costs without sacrificing service quality. Previous experience as a corporate travel coordinator or travel agent, combined with exceptional attention to detail and strong analytical skills, will position this individual for success in the role.

Benefits

• Medical
• Dental
• Vision
• Health Savings Account/Flexible Spending Accounts
• Life and Accidental Death & Dismemberment
• Short Term and Long-Term Disability
• Accident, Hospital Indemnity and Critical Illness
• 401k with company match
• PTO
• 10 paid holidays

FLSA Status: Non-Exempt
Pay Range: $27-32/hour
Reports to: VP of Human Resources