Travel & Lodging Coordinator

Ultimate Staffing; Fort Worth (TX); On-site; USD 42,000 - 62,000; Full time

Job summary

Ultimate Staffing seeks a Travel & Lodging Coordinator in Fort Worth for a full-time, direct-hire position on site. The role coordinates hotel, apartment, and visitor lodging, as well as ground transportation for employees and guests, ensuring compliant, efficient travel logistics.

Key duties include lodging management, transportation scheduling, vendor liaison, and meticulous recordkeeping. Strong communication and organizational skills are essential for success in a fast-paced environment.

Qualifications

• High School Diploma or equivalent is required.
• Preferred: Associate's or Bachelor's degree in Business Administration, Hospitality Management, Tourism, or a related field.

Responsibilities

• Lodging Coordination: manage hotel, apartment, and visitor lodging; track occupancy.
• Transportation Coordination: arrange ground transportation and shuttle services; ensure timely communication.
• Vendor Management: serve as liaison with hotels, landlords, and travel providers; manage pricing and service levels.
• Recordkeeping & Administrative Support: maintain lodging/transportation records; review travel invoices.
• Cross-Functional Coordination: work with HR, Security, and department leaders for onboarding and arrivals.

Skills

Customer service

Relationship management

Scheduling

Organizational skills

Verbal & written communication

Education

High School Diploma

Associate's/Bachelor's degree in Business/ Hospitality/ Tourism

Tools

Microsoft Office

Travel reservation systems

Job description

We are seeking a Travel & Lodging Coordinator to join a client in Fort Worth. This is a full-time, direct hire position. The role is 100% onsite.

Position Summary

The Travel & Lodging Coordinator is responsible for managing hotel accommodations, apartment housing, visitor lodging, and approved ground transportation for employees and guests. This role ensures seamless travel logistics, accurate recordkeeping, timely communication, and compliance with company policies while delivering a positive experience for employees and visitors.

Essential Duties and Responsibilities

Other duties may be assigned as business needs require.

Lodging Coordination (35%)

• Coordinate hotel, apartment, and visitor lodging arrangements for employees and guests.
• Manage reservations, check-in/check-out schedules, and occupancy tracking.
• Monitor lodging availability and ensure accommodations align with company standards and requirements.

Transportation Coordination (20%)

• Arrange approved ground transportation services, including company drivers, shuttle services, and airport pick-up/drop-off logistics.
• Ensure transportation schedules are communicated accurately and executed efficiently.

Vendor Management (20%)

• Serve as the primary point of contact for hotels, property managers, landlords, and travel service providers.
• Coordinate availability, pricing, service levels, and issue resolution with external vendors.
• Foster positive vendor relationships to support operational needs and cost-effective solutions.

Recordkeeping & Administrative Support (15%)

• Maintain accurate lodging and transportation records, tracking logs, and occupancy data.
• Review travel-related invoices for accuracy and route documentation for approval and payment processing.
• Support reporting and documentation requirements related to travel and housing activities.

Cross-Functional Coordination (10%)

• Collaborate with Human Resources, Security, and department leaders to coordinate travel and lodging arrangements.
• Ensure smooth arrivals, departures, and onboarding experiences for employees and visitors.

Education and Experience

Required

• High School Diploma or equivalent.

Preferred

• Associate's or Bachelor's degree in Business Administration, Hospitality Management, Tourism, or a related field.
• Two (2) or more years of experience in travel coordination, hospitality, administrative support, or a related role.

Required Skills

• Strong customer service and relationship management skills.
• Experience coordinating with external vendors and service providers.
• Excellent scheduling, organization, and recordkeeping abilities.
• Effective verbal and written communication skills.
• Proficiency with Microsoft Office and travel or reservation tracking systems.

All qualified applicants will receive consideration for employment without regard to race, color, national origin, age, ancestry, religion, sex, sexual orientation, gender identity, gender expression, marital status, disability, medical condition, genetic information, pregnancy, or military or veteran status. We consider all qualified applicants, including those with criminal histories, in a manner consistent with state and local laws, including the California Fair Chance Act, City of Los Angeles' Fair Chance Initiative for Hiring Ordinance, Los Angeles County Fair Chance Ordinance, and San Francisco Fair Chance Ordinance.