Travel & Scheduling Coordinator

Matrix Camps and Logistics; Osoyoos; On-site; CAD 55,000 - 65,000; Full time

Job summary

Matrix Camps and Logistics is looking for a Travel & Scheduling Coordinator to manage employee travel logistics across Canada. In this operationally critical role, you will ensure accurate scheduling and travel arrangements, contributing to system improvements in a dynamic environment. Strong organizational skills and proficiency in Microsoft Excel are essential for this fast-paced position.

Benefits

Benefits package after successful probation

Qualifications

• Minimum 3 years’ experience in administrative roles in dynamic operational environments.
• Strong organizational skills with exceptional attention to detail.
• Experience with accounts payable / accounts receivable is an asset.

Responsibilities

• Coordinate and book employee travel across Canada.
• Prepare and maintain crew rotation schedules.
• Track travel disruptions and communicate changes.

Skills

Organizational skills

Attention to detail

Communication

Tools

Microsoft Excel

Job description

MATRIX is a national company providing camps, logistics, and aviation management services to clients in the resource and service sectors. We’re known for our responsiveness and commitment to delivering value to our clients.

We are seeking a highly organized and adaptable Travel & Scheduling Coordinator to join our team in Osoyoos. This is a hands-on, full-time role for someone who thrives in a dynamic environment, enjoys untangling complex logistics, has an eye for administrative accuracy, and brings a continuous improvement mindset to administrative processes.

This is an office-based role located in Osoyoos B.C.

The Travel and Scheduling team works on a rotating shift schedule.

What You Should Know

This is a fast-paced and operationally critical role. You'll be coordinating movements across multiple teams and locations, often with changing timelines and limited lead time. We are planning a number of systems automations and process improvements projects, and we’re looking for someone who is excited to contribute to that journey.

If you’re someone who enjoys making order out of complexity and takes pride in delivering accurate, efficient results, this is an opportunity to make a real impact in a growing company.

What You’ll Be Doing

• Coordinate and book all aspects of employee travel to and from multiple remote project sites across Canada (commercial flights, charter flights, ground transportation, accommodation)
• Prepare, maintain, and update crew rotation schedules to ensure optimal staffing levels at project sites
• Track, document, and communicate travel disruptions, cancellations, and rebookings
• Liaise with site dispatchers to ensure smooth crew transitions between flights and on-site operations
• Work closely with Recruiting and Payroll teams to align scheduling and employee onboarding with staffing requirements for client projects
• Monitor and reconcile travel records and purchase orders; ensure accuracy in client billing of costs - which includes documentation and reconciliation of travel-related expenses
• Maintain comprehensive audit trails of travel and scheduling activity in internal systems
• Identify gaps and inefficiencies in current processes; contribute to the design and implementation of improved workflows and tools
• Support reporting and data tracking related to travel costs, scheduling metrics, and departmental performance
• Provide occasional on-call coverage to support evening and weekend operational requirements during seasonal peak delivery periods

What You Bring to the Role

• Minimum 3 years’ experience in administrative roles in dynamic operational environments.
• Previous experience with travel coordination, crew scheduling, or resource management in a project environment would be well regarded, but is not a prerequisite
• Proficiency with Microsoft Excel; comfortable working with complex spreadsheets and data validation
• Strong organizational skills with exceptional attention to detail
• Solid understanding of Canadian geography, particularly remote and Arctic locations
• Ability to work independently, while collaborating effectively across departments
• Experience with accounts payable / accounts receivable and financial systems is an asset
• Flexible and adaptable; able to adjust priorities in response to changing business needs

Ideal Qualities

• Process-oriented thinker who enjoys identifying and implementing system-level improvements
• Diplomatic, team-oriented, and solutions-focused
• Self-directed and proactive with strong personal accountability
• Comfortable working in a fast-paced, high-volume environment
• Brings a structured approach to navigating ambiguity and incomplete information
• Communicates clearly and professionally, both verbally and in writing
• Resilient and calm under pressure; able to manage competing deadlines with sound judgment

Salary Range

$55,00 to $65,000 per year, depending on skills and experience.

Benefits package after successful probationary.

To Apply:

Please email your resume and 2 past work references to [e-mail] no later than June 15, 2025.

Please note only those selected for interviews will be contacted.