Travel & Administrative Coordinator

Position Overview

Reporting directly to Human Resources, the Travel & Administrative Coordinator is responsible for providing advanced, skilled travel coordination for PHI employees using the company’s travel management provider.  This position will work closely with the Travel Manager at PHI Health to ensure annual travel contracts are up-to-date and ensuring efficient use of company funds related to travel.  Assist Human Resources Business Partners with recruiting functions, HR orientation presentations during New Hire Academy, report generation, and miscellaneous Human Resource projects. 

Essential Duties & Accountabilities

• Organize and manage travel arrangements for employees, such as air travel, hotel accommodations and ground transportation 
• Coordinate with management to ensure that all travel needs are met 
• Tracking and maintaining company travel issues, policy compliance, and expenditures 
• Reconcile all travel costs using Travel Management System reporting as compared to monthly bank statements and submitting to the Finance Department 
• Maintain relationships with airlines, hotels, and other travel/hospitality clients 
• Assist with contract management and negotiation 
• Manage traveler profiles and preferences 
• Review and approve/disapprove out-of-policy travel bookings made by employees; rebook travel to be within policy if necessary 
• Escalating any traveler requests or concerns to the appropriate supervisor or manager 
• Partner with Travel Management System representatives to troubleshoot system and traveler issues 
• Work with Business Partner’s on full cycle recruiting, to include PHI Fit and Assessments, job description and assessment updates, etc. 
• Assist with HR orientation presentations during New Hire Academy 
• Pull reports as requested and assist with analysis, as necessary 
• Human Resource projects as assigned 
• Perform all duties and responsibilities in a timely and effective manner in accordance with established company policies 
• All other duties as may be assigned 

Qualification Requirements

• Bachelor’s degree preferred or equivalent work experience 
• Proven experience arranging and coordinating large-scale domestic and international travel 
• Intermediate to advanced knowledge of MS Office Suite products; Word, Excel, PowerPoint, Outlook, etc. 
• Possess clear and concise communication skills 
• Highly intuitive, anticipate needs and initiate appropriate responsive action 
• Must be able to adapt to changing business needs and responsibilities and respond positively to change 
• Must be results driven and solution oriented 
• Must be able to work with frequent interruptions and work on multiple projects simultaneously 

Organizational Core Values

• Safe – We are absolute in our belief in the tenets of Destination Zero and that Zero is not only achievable, but the only acceptable outcome. 
• Efficient – We are focused on outcomes that are smart and responsible by making the best use of our resources to maximize overall productivity as a high performing organization. 
• Quality – We are committed to ensuring excellent organizational performance, which produces sustainable and reliable outcomes. 
• Service – We are dedicated to the service of our customers, our communities and each other. 

Behavorial Competencies

• Drive & Energy - Effective performers have a high level of energy and the motivation to sustain it over time. They are ambitious and passionate about their role in the organization. They have the stamina and endurance to handle the substantial workload present in today’s organization. They are motivated to maintain a fast pace and continue to produce even in exhausting circumstances. 
• Functional/Technical Expertise - Effective performers are knowledgeable and skilled in a functional specialty (e.g., finance, marketing, operations, information technologies, human resources, etc.). They add organizational value through unique expertise in a functional specialty area. They remain current in their area of expertise and serve as a resource in that area for the organization. 
• High Standards - Effective performers establish and model standards that guarantee exceptional quality and necessary attention to detail. They continually seek to improve processes and products, and they hold staff accountable for quality. They find best practices, share them, and then improve upon them. 
• Initiative - Effective performers are proactive and act without being prompted. They don’t wait to be told what to do or when to do it. They see a need, take responsibility and act on it. They make things happen. 
• Integrity - Effective performers think and act ethically and honestly. They apply ethical standards of behavior to daily work activities. They take responsibility for their actions and foster a work environment where integrity is rewarded. 

Hseq Duties & Responsibilities

• Understand and provide visible support of Destination Zero 
• Practice job duties with Safety at the core of all tasks 
• A job is not complete unless it is done safely 
• Stand-Up, Speak-Out, and Take-Action – Do the right thing when no one is looking, report safety concerns, near misses and incidents to management, use the Stop Work authority to immediately stop unsafe acts or work practices. 

Physical Demands And Environmental Conditions

Physical Demands:

While performing the duties of this job, the employee is regularly required to sit, use hands to finger, handle or feel, reach with hands and arms, and talk or hear.  The employee is frequently required to stand and walk.  The employee is occasionally required to climb or balance, stoop, kneel, crouch or crawl.  The employee must frequently lift and/or move up to 10 pounds.  The employee must occasionally lift and/or move up to 25 pounds. 

Work Environment:

While performing the duties of this job, the employee is exposed to a moderate noise level. 

AMR

Disclaimer

The above Statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They are not intended to be construed, as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified.

PHI Aviation, LLC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws