Travel and Onboarding Coordinator

Westinghouse Electric Company; Lawrenceville (GA); Remote; USD 55,000 - 72,000; Full time

Benefits offered by this job

Medical benefits

401(k) with company match

Paid vacations

Flexible work arrangements

Educational reimbursement

Job summary

Westinghouse Electric Company is seeking a Travel and Onboarding Coordinator for the Welding and Industrial Services team. This remote role supports planning and booking travel, hotel, transportation, and site safety onboarding, with occasional site visits to Lawrenceville, GA.

You will back Project Managers and Site Managers, reconcile corporate travel accounts, and ensure compliance across drug testing and roster systems, while coordinating rapid redeployments and payroll-ready rosters.

Qualifications

• High school diploma or equivalent; Associates degree preferred.
• 5+ years' experience in travel and site onboarding.

Responsibilities

• Coordinate mobilization for four active field projects and prepare 200+ personnel ahead of start dates.
• Manage large-scale workforce mobilization logistics for 200+ employees across multiple sites.
• Organize rental vehicle assignments aligned with drug testing schedules for compliance.
• Rebook flights and adjust bookings during TSA disruptions to minimize downtime.
• Administer and execute random drug testing with 24-hour turnaround when needed.
• Reconcile CTA card transactions and categorize 1,000+ line items by location and activity.
• Maintain and update DISA rosters for 100+ personnel with daily updates.

Skills

Travel coordination

Onboarding support

Logistics management

Scheduling

Education

High school diploma

Associates degree preferred

Tools

DISA OSCA systems

CTA card reconciliation

P-card management

Job description

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Are you interested in being part of an innovative team that supports Westinghouse’s mission to provide clean energy solutions? At Westinghouse, we recognize that our employees are our most valuable asset and we seek to identify, attract and recruit the most qualified talent while recognizing and encouraging the value of diversity in the global workplace.

About the role:

As the Travel and Onboarding Coordinator on the Welding and Industrial Services team, you will be responsible for planning and booking travel, hotel, transportation, site safety specifics, drug and background clearances to ensure efficient business operations. Additionally, the role will include supporting Project Managers and Site Managers and reconciling the Corporate Travel Account.

You will report to the Director of Industrial Projects. This is a remote role that can be performed from anywhere in the United States, though periodic travel (1-2 times per year) will be required to our Lawrenceville, GA office.

Key Responsibilities:

• Coordinates mobilization efforts for four active field projects, preparing over 200 personnel ahead of project start dates and staggered workforce arrivals.
• Manages large-scale workforce mobilization logistics for 200+ employees across multiple job sites.
• Organizes rental vehicle assignments in alignment with employee drug testing schedules to ensure compliance and efficiency.
• Responds to widespread Transportation Security Administration (TSA) disruptions in March, including significant flight delays and cancellations, by rebooking flights, adjusting rental car and hotel reservations, and modifying onboarding and badging schedules accordingly.
• Administers and executed random drug testing operations seven days a week for both day and night shifts, including expedited 24-hour turnaround requirements.
• Reconciles CTA card transactions, reviewing and categorizing over 1,000 line items by job activity and location.
• Coordinates rental vehicle swaps and contract extensions across shifts, including weekends, to prevent workflow interruptions.
• Processes rental vehicle damage reports and arranged urgent towing or replacements due to accidents or vehicle issues.
• Maintains and continuously updated DISA rosters for the customer sites, managing 100+ personnel with multiple daily updates, seven days a week.
• Ensure timely deactivation of personnel in DISA and OSCA systems upon job completion (including nights and weekends) to prevent unnecessary drug testing charges and compliance issues.
• Tracks and updated rental vehicle mileage across multiple job sites to minimize operational disruptions and avoid unnecessary vehicle exchanges.
• Manages hotel accommodations, including check-ins and weekly invoice reconciliation with hotel management, ensuring accurate billing to the CTA account.
• Reconciles company P-card transactions with safety council invoices to prevent account holds and potential badge deactivations.
• Coordinates rapid redeployment of personnel between projects, including overnight transitions for safety compliance, drug testing, mobilization, and lodging arrangements.
• Manages workforce roster updates across multiple systems, ensuring accurate personnel tracking and replacements.
• Maintains and updated workforce rosters during nights and weekends to meet payroll deadlines (Monday 8:00 AM), including tracking and submitting mobilization/demobilization data for accurate payroll processing and billing.
• Conducts weekly reconciliation of hotel folios to ensure accurate billing, proper check-outs, and prevention of overcharges.

Qualifications:

• High school diploma or equivalent required. Associates degree preferred
• 5+ years' experience in travel, site safety onboarding

We are committed to transparency and equity in all of our people practices. The base salary range for this position, which is dependent upon experience, qualifications and skills, is estimated to be $55,379.11 to $72,007.69 per year.

Why Westinghouse?

Our benefits package is tailored to meet the diverse needs of our employees, while also promoting wellness and career growth. The following are representative of what we offer:

Comprehensive Medical benefits which could include medical, dental, vision, prescription coverage and Health Savings Account (HSA) with employer contributions options

Wellness Programs designed to support employees in maintaining their health and well-being including Employee Assistance Program providing support for our employees and their household members

401(k) with Company Match Contributions to support employees' retirement

Paid Vacations and Company Holidays

Opportunities for Flexible Work Arrangements to promote work-life balance

Educational Reimbursement and Comprehensive Career Programs to help employees grow in their careers

Global Recognition and Service Programs to celebrate employee accomplishments and service

Employee Referral Program

Westinghouse Electric Company is the global nuclear energy industry's first choice for safe, clean, and efficient energy solutions. We enable our delivery of this vision by living our value system:

Safety and Quality

Integrity and Trust

Customer Focus and Innovation

Speed and Passion to Win

Teamwork and Accountability

While our Global Headquarters are located in Cranberry Township, PA, we have over 11,000 employees working at locations in 19 different countries. You can learn more by visiting http://www.westinghousenuclear.com .

Westinghouse is an Equal Opportunity Employer including Veterans and Individuals with Disabilities

Employment opportunities may require access to information which is subject to the export control regulations of the United States. Hiring decisions for such positions are required by law to be made in compliance with these regulations. Applicants for employment opportunities in other countries must be able to meet the comparable export control requirements of that country and of the United States.