Travel Coordinator

ADP, Inc.; Port Alberni; On-site; CAD 42,000 - 64,000; Full time

Benefits offered by this job

Health benefits

Pension plan (employer matching)

Job summary

Coulson Aviation in Port Alberni, BC seeks a Travel Coordinator to coordinate domestic and international travel for operations worldwide. This full-time onsite role supports deployment, logistics, and cost control while aligning with company policies and budgets.

Ideal candidates will have strong organizational skills, proficiency with MS Word/Excel/Outlook, and a proactive approach to problem-solving, with a willingness to learn travel-booking platforms and procedures.

Qualifications

• Experience coordinating travel arrangements, including flights, accommodations, and ground transportation.
• Ability to prepare itineraries aligned with schedules and budgets.
• Strong organizational and communication skills to advise employees on procedures.

Responsibilities

• Coordinate domestic and international travel arrangements.
• Prepare accurate itineraries aligned with schedules.
• Ensure compliance with policies and budgets.
• Advise employees on travel procedures and approvals.
• Negotiate rates with airlines, hotels, and providers.
• Maintain vendor relationships and track expenses.
• Prepare travel cost summaries and reports.
• Support travel documentation and safety requirements.
• Assist during disruptions and emergencies.
• Serve as first point of contact for travel questions.

Skills

Travel coordination

Budgeting

Vendor relationships

Communication

MS Office

Tools

Microsoft Word

Excel

Outlook

Job description

At Coulson Aviation, we're proud to provide skilled employment opportunities in Port Alberni while supporting wildfire response operations around the world. From our headquarters on Vancouver Island, our team helps keep communities safe through industry-leading aerial firefighting operations across Canada, the United States, Australia, and Chile.

As Coulson Aviation continues to grow, we are looking for a Travel Coordinator to join our team inPort Alberni, BC. This full-time onsite position offers the opportunity to build a rewarding long-term career close to home while working as part of a collaborative local team at one of the Alberni Valley's largest and fastest-growing employers.

WHY JOIN COULSON AVIATION?

• Company-paid health and dental benefits.
• 5% employer matching pension plan.
• Supportive team environment.
• The opportunity to contribute to operations that help protect communities around the world.

WHAT YOU'LL DO:

• Coordinate domestic and international travel arrangements, including flights, accommodations, and ground transportation.
• Prepare accurate itineraries aligned with operational schedules and project timelines.
• Ensure travel arrangements comply with company policies, approval requirements, and established budgets.
• Advise employees on travel procedures, required documentation, and approval processes.
• Work with airlines, hotels, travel agencies, and transportation providers to obtain competitive rates and resolve issues.
• Develop and maintain strong vendor relationships that support flexible and cost-effective travel arrangements.
• Track travel expenses and maintain accurate records for reconciliation and reporting.
• Prepare travel cost summaries and identify opportunities to improve efficiency and reduce costs.
• Coordinate travel documentation, including passports, visas, and insurance requirements.
• Monitor travel advisories and support compliance with traveller safety protocols.
• Collaborate with operations and project teams to coordinate travel for deployments and training.
• Provide timely assistance during travel disruptions and emergencies.
• Serve as a primary point of contact for travel-related questions and issue resolution.
• Carry out other duties as assigned.

WHAT YOU'LL BRING:

• Availability to work a flexible schedule, which may include regularly scheduled afternoon shifts based on operational requirements.
• Strong organizational, scheduling, and administrative skills, with the ability to manage changing priorities and urgent requests.
• Experience coordinating detailed arrangements, schedules, logistics, or employee services in a professional environment.
• Strong computer skills, including proficiency with Microsoft Word, Excel, and Outlook.
• Excellent communication, customer-service, and problem-solving abilities.
• A high level of accuracy and attention to detail.
• The ability and willingness to learn travel-booking platforms, international travel requirements, and company procedures.

The following experience would be considered an asset but is not required:

• Experience coordinating corporate, group, or high-volume travel.
• Experience arranging international travel, including visas and supporting documentation.
• Familiarity with travel-booking systems and online reservation platforms.
• Experience tracking expenses and supporting cost reconciliation or reporting.
• Familiarity with expense-management or reporting systems.
• Knowledge of international travel regulations and visa requirements.

We recognize that strong candidates do not always come from traditional backgrounds. Transferable skills, practical experience, and a willingness to learn are highly valued at Coulson Aviation. Training and development may be available for the right candidate.

We support diversity, equity, and a workplace that is free from harassment and discrimination. We are committed to providing accommodation for people with disabilities. If you require accommodation during any stage of the application process, please notify us, and we will work with you to meet your needs.