Travel Coordinator

Position Overview

The Travel Coordinator is responsible for arranging and managing travel reservations—including flights, rental cars, hotels, and ground transportation—for Hayes Locums employees, consultants, and physicians. This role requires an extremely high standard of customer service, exceptional organizational skills, and the ability to operate with accuracy and urgency in a fast-paced, office-based environment.

As part of a high-performing operational department, the Travel Team manages a large daily volume of time-sensitive requests, frequent schedule adjustments, and complex logistical challenges. The Travel Coordinator plays a critical role in ensuring travel plans run smoothly by responding quickly to changes, maintaining accurate trip details, and providing white-glove support to internal stakeholders and external providers with professionalism, empathy, and a solutions-oriented mindset. Delivering an exceptional customer experience is central to the success of this role.

Key Responsibilities

• Collaborate with Assignment Coordinators and Sales Consultants to arrange accurate, efficient, and professional business travel, including air, lodging, rental cars, and ground transportation—with a strong focus on delivering a best‑in‑class customer experience.

• Review, process, and confirm travel requests submitted via CRM with exceptional accuracy and attention to detail.

• Monitor travelers’ trips in real time and proactively adjust as needed due to weather disruptions, airline irregularities, schedule changes, or other operational matters—ensuring travelers feel supported and informed every step of the way.

• Prepare and send credit card authorizations as needed.

• Manage vendor contracts, including oversight of renewals, compliance, and service‑level standards, ensuring vendors meet Hayes Locums' high expectations for service quality.

• Coordinate with the Accounting Department to ensure all travel expenses are properly documented, recorded, and billed to the appropriate party.

• Demonstrate a service‑first mindset in all interactions, maintaining calm professionalism under pressure and ensuring every travel partner and internal team member receives elevated, responsive, and thoughtful support.

Qualifications

• Bachelor’s degree or equivalent experience in lieu of education.

• Minimum of 2 years of experience in a professional office setting, preferably in travel or hospitality customer service.

• 1–3 years of experience using native Sabre is highly preferred.

• Excellent verbal and written communication skills, with the ability to communicate with clarity, professionalism, and a customer‑centric tone.

• Exceptional attention to detail and a high level of accuracy in all work.

• Strong customer service orientation with a demonstrated ability to provide exceptional, high‑touch service, manage multiple competing priorities, and remain calm and solution‑focused under tight deadlines.

• Strong team player with the ability to collaborate effectively across departments.

• Demonstrated process-driven approach and time management skills.

• Must be authorized to work in the United States without current or future sponsorship requirements.

About Hayes Locums

• Generated approximately $280 million in gross revenue in 2024; projected $300 million for 2025 with 7–10% annual growth.

• Debt-free organization.

• Celebrated 12 years in business.

• Recipient of five consecutive globally recognized Training Awards; currently ranked #2 among Top Training Organizations in Florida.

• Recently ranked as the 5th largest Locum Tenens agency.

• Grew from 4 employees to over 300, with 50% headcount growth in the past two years.