Travel Coordinator (m/w/d)

Are you ready for an exciting opportunity in the Wind Industry? Look no further than Global Wind Service (GWS)!

We are expanding our team with a Travel Coordinator for Onshore, Offshore, Service and Blades projects throughout Europe. This position will be based in Szczecin or Koszalin, Poland.

As a Travel Coordinator, you will work closely with the Travel Team Lead. You will be in constant contact with our operations team and technicians and engage in the daily work routines to ensuring smooth project execution and excellent service delivery. We seek a self-motivated candidate with excellent multitasking and communication skills. Experience in the wind or oil/gas industry is preferred.

Requirements

The Travel Coordinator is responsible for managing all travel logistics for technicians and project teams. This includes booking and amending travel and accommodation arrangements, handling refunds and cancellations, and providing emergency travel support. The Travel Coordinator plays a crucial role in ensuring that our technicians' travel needs are met efficiently and cost-effectively.

Key Responsibilities

1. Travel Coordination
   • Book all travel and accommodation for technicians using GAS, including flights, rental cars, and other transportation.
   • Align travel arrangements with technician rotations to ensure adherence to project timelines.
   • Research and recommend the best travel options to enhance efficiency and minimize costs.
   • Manage refunds and cancellations and ensure compliance with company policies.
   • Adjust travel plans due to last-minute changes or errors.
2. Accommodation Management
   • Book and amend accommodation for technicians during training or project assignments.
   • Resolve issues with bookings or lodging, collaborating with internal stakeholders.
   • Ensure that accommodations meet the needs of technicians while troubleshooting any concerns.
3. Administrative and Financial Support
   • Forward incorrectly linked invoices to the Finance Team for resolution.
   • Manage communications regarding deductions from technician salaries.
   • Investigate any incidents involving rental vehicles and assist in necessary follow-ups.
   • Report incorrect or missing technician data to HR and TRMs for correction.
4. Emergency Travel Assistance
   • Provide urgent travel support to technicians dealing with last-minute changes.
   • Create new travel plans swiftly in response to unplanned events or disruptions.

Performance Indicators

• Achieve booking accuracy with minimal changes or errors.
• Maintain timely responses to travel-related issues.
• Demonstrate cost efficiency in travel arrangements.
• Ensure stakeholder satisfaction from technicians and project managers.
• Resolve financial discrepancies promptly.

Qualifications

Experience:

Previous experience in travel coordination or administrative support, preferably in a technical or construction environment.

Knowledge:

Familiarity with travel planning and booking systems, as well as basic compliance regulations related to travel.

Skills:

Strong organizational abilities, excellent communication skills (both written and verbal), and problem-solving capabilities. Strong PC skills, with proficiency in MS Office, especially Excel & Project. Excellent communication and interpersonal skills to effectively interact with all levels of internal and external personnel. Function with little supervision. Be an effective team player.

Functional Competencies:

Effective travel and logistics coordination.

Financial administration skills, including managing invoices and refunds.

Compliance awareness in handling personal data and financial records.

Strong decision-making skills in high-pressure situations.

Behavioral Competencies:

Attention to detail in all tasks.

Adaptability to changing circumstances and needs.

Customer-focused attitude to ensure a smooth travel experience.

Effective communication with team members and stakeholders.

High energy, self-motivated, service-oriented and ethical with a high degree of integrity

Growth Opportunities

This role offers potential for advancement to positions such as Project Coordinator, providing valuable insights into logistics management and cross-department collaboration.

Empowerment

The Travel Coordinator will have the authority to make travel arrangements, provide emergency support, and collaborate with finance and HR teams to manage discrepancies effectively.