Travel Coordinator/Administrative Assistant

Job Title: Travel Coordinator / Administrative Assistant

FLSA Status: Exempt

Job Summary:

The Travel Coordinator / Administrative Assistant serves as a critical support role for employees, customers, subcontractors, and vendors, with a primary focus on coordinating and managing travel for operations personnel. This position requires a highly organized professional who can manage multiple moving parts, maintain complex schedules, and execute time-sensitive administrative functions in a fast-paced, field-driven environment.

The ideal candidate is resourceful, detail-oriented, and composed under pressure, with the ability to effectively communicate and build strong working relationships with field employees and office staff alike.

Responsibilities:

• Serve as the first point of contact by answering and routing incoming calls and greeting clients and employees in a professional manner
• Coordinate and manage all aspects of travel for operations personnel, including flights, hotels, and vehicle rentals, ensuring accuracy, cost-efficiency, and alignment with project schedules
• Handle last-minute travel changes and scheduling conflicts with urgency and professionalism in a high-pressure environment
• Manage administrative functions supporting ongoing railroad construction projects with a high level of organization and attention to detail
• Perform time-sensitive administrative tasks related to competitive public bidding
• Generate memos, emails, and reports as required
• Maintain accurate and up-to-date employee information and records
• Sort and distribute incoming and outgoing mail
• Support field employees and internal teams through clear, responsive, and solution-oriented communication
• Perform additional administrative duties as needed
  

Preferred Qualifications:

• Proven experience coordinating and managing employee travel (flights, hotels, rental vehicles), including handling changes in real time
• Strong organizational skills with the ability to manage multiple priorities and shifting deadlines
• Ability to remain calm, focused, and effective under pressure in a fast-paced environment
• Strong interpersonal skills with the ability to communicate effectively and build rapport with field personnel and team members
• Proficiency in Microsoft Office (Word, Outlook, Excel)
• Ability to identify inefficiencies and improve administrative processes
• Professional, dependable, and proactive with a service-oriented mindset
  

Compensation:

• Competitive salary based on experience
• FSA
• 401K with company-match
• Group Life Insurance (100% company-paid)Paid holidays
  
• Flexible scheduling
• Supplemental voluntary accident, critical illness, hospital and life insurance plans available
• Short-Term & Long-Term Disability (100% company-paid)
• Flexible PTO Policy
• Medical/Dental/Vision Benefits with a significant portion company-paid

You must have a personal email address to apply for this position. Communication will be done via email.

Unfortunately, due to the number of applications we receive, we will only contact those individuals we believe would be the best match for the requirements of the position.

EEO Statement: Frontier Railroad Services provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, or genetics. In addition to federal law requirements, Frontier Railroad Services complies with applicable state and local laws governing nondiscrimination in employment in every location in which the company has facilities. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation, and training.