Travel Coordinator

Job summary

The Travel Coordinator is responsible for managing business travel arrangements, including flights, hotels, and crew housing, while ensuring cost-effectiveness and policy compliance. They also serve as the primary point of contact for travel-related issues and maintain accurate records of all bookings and expenses.

Job details

For nearly 50 years, Custom Helicopters has been a trusted leader in Canadian aviation. Operating a fleet of 45 helicopters with operations across Canada and beyond, our team supports critical missions including emergency medical services, search and rescue, wildfire suppression, mineral exploration, utility and powerline support, and heavy lift operations. Custom Helicopters promotes a highly skilled workforce built on mutual respect, supporting both personal and professional growth. We offer competitive compensation, full benefits, a pension plan (RRSP), and an Employee Share Purchase Plan (ESPP) to support long‑term career development. Driven by our commitment to Safety, Quality, & Value, we provide dependable aviation solutions in some of the most challenging environments. Every mission reflects our focus on precision, professionalism, and the people we serve. The Travel Coordinator reports to the Senior Operations Manager and is responsible for coordinating business travel needs for employees, while identifying cost-effective and efficient travel arrangements, in accordance with internal company policy. The Travel Coordinator serves as a general resource and point of contact for travel-related issues and assists employees with travel-related issues, questions, or concerns. The Travel Coordinator researches, negotiates, and secures rates with airlines, hotels, and other suppliers. Responsibilities Coordinate all approved travel arrangements and reservations, as well as align travel to crew change requirements, all within budgetary requirements. Arrange hotel accommodations and/or organize crew housing accommodation availability. Research and compare available travel and hotel accommodations to identify the best option for each travel requirement. Distribute travel itineraries to all appropriate staff and advise travelers of any need for specialized travel documents (i.e., passports or Visas), or requirements (i.e., COVID-19 testing or travel letters). Manage last-minute travel or accommodation change requests due to changes or weather delays. Obtain approval from management for travel requests that exceed established limits. Support crew by maintaining situational awareness of fleet movement requirements. Conduct reconciliations, track all travel-related receipts, and distribute them to appropriate departments. Monitor and facilitate the use of company credit cards and applicable rewards and/or loyalty programs. Record all travel bookings in Travel Tracker spreadsheet, or other software programs. Develop and manage supplier contracts to the benefit of the company. May perform other duties as assigned Qualifications High school diploma is required. Travel Counsellor education or another related field (a combination of education and/or experience may be considered). Logistics and/or travel experience is preferred. Knowledge in remote travel and aviation experience is considered an asset. Strong computer abilities; proficient in Microsoft Office (Word, Excel, and Outlook), aviation-related software, and mobile technologies. Excellent interpersonal skills with the confidence to influence all external and internal stakeholders, using effective communication skills. Possess an investigative nature and be self-motivated. Planning, organizational, and time management skills. Strong attention to detail Custom Helicopters is committed to equitable and inclusive hiring practices and welcomes applications from all qualified individuals. We thank all applicants for their interest, and only those selected for an interview will be contacted.

What you’ll do

The Travel Coordinator is responsible for managing business travel arrangements, including flights, hotels, and crew housing, while ensuring cost-effectiveness and policy compliance. They also serve as the primary point of contact for travel-related issues and maintain accurate records of all bookings and expenses.

Requirements

Candidates must have a high school diploma, with preference given to those with travel counsellor education and logistics experience. Proficiency in Microsoft Office and strong organizational and communication skills are required for this role.

Benefits

• Competitive compensation • Full benefits • Pension plan (RRSP) • Employee Share Purchase Plan (ESPP)

Listed skills

• Time management · Preferred
• Problem solving · Preferred
• interpersonal skills · Preferred
• Attention to detail · Preferred
• Microsoft Excel · Preferred
• Negotiation · Preferred
• Logistics · Preferred
• Microsoft Office · Preferred
• Data entry · Preferred
• Communication Skills · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Travel coordination
• Logistics
• Microsoft Office
• Excel
• Communication skills
• Interpersonal skills
• Time management
• Organizational skills
• Attention to detail
• Negotiation
• Aviation industry knowledge
• Problem solving
• Supplier management
• Data entry
• Situational awareness
• Influencing Skills
• Influencing Without Authority
• Professionalism
• Effective Communication
• Planning
• Self-Motivation
• Microsoft Word
• Microsoft Excel
• Research
• Aviation
• Management
• Change Requests
• Employee Stock Purchase Planning
• Leadership
• Heavy Lift
• Interpersonal Communications
• Microsoft Outlook
• Operations Management
• Operations
• Time Management
• Travel Arrangements
• Wildfire Suppression
• Coordinating
• Reservations
• Detail Oriented

Job areas

• Logistics
• Administrative
• Transportation
• Management & Leadership
• Travel Coordinator
• Travel Agent
• Travel Consultants and Clerks
• Travel Agents