Field Staff Travel Coordinator

Lindblad Expeditions is a true pioneer in Expedition Travel. From taking the first citizen explorers to Antarctica in 1966, opening the Galapagos and Easter Island to tourism in 1967, leading the first tourist expedition through the Northwest Passage in 1984, and launching our innovative partnership with National Geographic in 2004, we're now taking almost 30,000 guests a year to some of the world’s most remote and pristine locations on our fleet of 20 ships, and are committed to ensuring our guests experience the “Exhilaration of Discovery”.

JOB SUMMARY

As a member of the Field Staff Department, the Field Staff Travel Coordinator is responsible for coordinating all aspects of travel arrangements for all field staff. The Travel Coordinator is part of a two-person travel team and directly collaborates with the Field Staff Coordinator and Scheduling teams.

ESSENTIAL DUTIES

To perform this job successfully, the employee must be able to perform each essential duty satisfactorily. Additional duties may be added or assigned at any time.

• Coordinates and fulfills travel requests for flights, hotels, transfers and rental cars for all field staff.
• Reviews and processes staff travel deviation requests and coordinates collection of applicable deviation fees.
• Enters and maintains travel-related data in staff management and guest reservation systems.
• Reviews staff requests for pre-approval of travel-related expenses.
• Handles urgent travel changes for staff related to assignment updates, voyage changes or cancellations, and airline schedule changes.
• Maintains all Egencia and travel-related instructions and resources for field staff.
• Creates and coordinates Egencia accounts for all field staff.
• Collaborates with Field Staff Coordinator and Scheduling teams to determine seasonal staff travel needs and updates travel information documentation for staff.
• Assists in determining travel documentation requirements (such as visas and immigration letters) for field staff and provides instructions and assistance in obtaining documents as necessary.
• Collaborates with the Field Staff Coordinator team to maintain up-to-date passport information and other travel documents for field staff.
• Works with the Field Staff team to provide field staff arrival and departure information to colleagues and third parties as needed and to calculate additional travel pay.
• Sends pre-travel communications to field staff.

GENERAL QUALIFICATIONS

Education/Experience

High school diploma or GED required. Associate or Bachelor’s degree preferred.

Experience with international and domestic bookings required.

Excellent knowledge of geography required.

Communication Skills

Using the English language, this person must have the ability to read and interpret documents such as correspondence, forms, brochures, and tickets. Must also possess the ability to write routine correspondence. As a member of the Field Staff Department, must display professionalism and maintain confidentiality.

Other Skills/Abilities

• Must exhibit proficient computer skills in Windows operating system with Microsoft products.
• Strong skills in time management are necessary; must be able to handle multiple tasks, set priorities, and meet deadlines, despite interruptions.
• Must possess the ability to work independently as well as with others in a team environment.
• Must be able to organize work effectively, with careful attention to detail.