Travel Coordinator

Job Title: Field Support \& Travel Coordinator

Company: VM West, LLC.

Location: Delta Co/Remote/Hybrid as Needed

Employment Type: Full\-Time

Reports To: Operations Coordinator

Job Overview

The Field Support and Travel Coordinator is responsible for managing and coordinating all employee travel arrangements to ensure efficient, cost\-effective, and timely transportation to and from job locations, as well as helping with job\-site fuel deliveries, rental bathrooms as needed, and helping with WAPA A\&E reporting for invoicing.

The Field Support and Travel Coordinator serves as the primary administrator of the company’s travel platform (Egencia), oversees travel processes across the Rocky Mountain, DSW and New Mexico regions and ensures compliance with company travel policies. This position also provides oversight and support to regional travel coordination efforts, including supervision of travel activities within the SNR region. This position will also help Regional Managers coordinate and schedule fuel deliveries, pull WAPA A\&E data for invoicing purposes, and help with intermittent job site needs for logging operations.

Key Responsibilities:

Travel Coordination \& Booking

• Support all employee travel, including hotels, flights, rental vehicles, and other necessary accommodations.
• Ensure travel arrangements align with project schedules, crew mobilization timelines, and operational needs.
• Proactively manage travel changes, cancellations, and last\-minute adjustments.
• Communicate itineraries and travel details clearly to employees and supervisors.
• Ensure all travel arrangements align with company travel policies and budget expectations.
• Identify cost\-saving opportunities while maintaining operational efficiency.
• Track and report on travel spending trends and areas for improvement.
• Support the development and continuous improvement of travel policies and procedures.
• Act as the primary point of contact for all travel\-related questions and issues.
• Provide timely support to employees experiencing travel disruptions.
• Collaborate with Operations, HR, and regional teams to align travel with workforce planning.
• Maintain clear and consistent communication during high\-volume or rapidly changing travel needs.
• Manage company owned campers location and usage.

Egencia Platform Administration

• Serve as the primary administrator for the Egencia travel platform.
• Set up and maintain employee profiles within Egencia.
• Manage user access, permissions, and system accuracy.
• Troubleshoot and resolve booking issues, errors, or system\-related challenges.
• Monitor travel bookings for policy compliance and cost efficiency.
• Review and approve travel requests that fall outside of established company policy.

Lodging Management (Airbnb \& Extended Stay)

• Manage the company’s Airbnb account, including booking, communication with hosts, and issue resolution.
• Coordinate long\-term lodging solutions for crews working in remote or extended job locations.
• Ensure lodging meets company standards for safety, cleanliness, and cost control.

Regional Oversight (SNR)

• Provide oversight and support to the SNR region’s travel coordination activities.
• Partner with the regional administrative assistant responsible for travel bookings.
• Ensure consistency in travel processes, policy adherence, and communication across regions.
• Assist with escalated travel issues or complex booking needs within the region.

WAPA A\&E Invoicing/Job Specific Needs

• Pull data from ArcGIS for WAPA invoicing in RMR, DSW, and UGP.
• Flag any missing data/photos and let Operations Coordinator or job site supervisor know that corrections/additions are needed.
• Order and arrange delivery of fuel, job site restrooms and other required site services, coordinate removal of these services at project completion.

Qualifications

• Ability to work flexible hours; this may include answering phone calls on weekends or evenings with the travel coordinating portion of this position.
• Proficient in Microsoft Office Platforms (Excel, Word, Outlook).
• Strong organizational and multitasking skills with attention to accuracy and detail.
• Strong communication and problem\-solving abilities.
• Flexible and adaptable to shifting project priorities.

Qualifications

• Ability to work flexible hours; this may include answering phone calls on weekends or evenings with the travel coordinating portion of this position.
• Proficient in Microsoft Office Platforms (Excel, Word, Outlook).
• Strong organizational and multitasking skills with attention to accuracy and detail.
• Strong communication and problem\-solving abilities.
• Flexible and adaptable to shifting project priorities.