Travel & Scheduling Coordinator

The Travel & Scheduling Coordinator is responsible for managing all aspects of travel arrangements and scheduling for physicians. This includes booking flights, accommodations, coordinating ground transportation, and ensuring accurate and timely scheduling for physician assignments. 

This role requires strong communication skills, attention to detail, and the ability to prioritize tasks in a fast-paced environment. The coordinator will anticipate potential issues, provide proactive solutions, and ensure smooth travel experiences for physicians. Working independently under deadlines and maintaining flexibility when plans change are key aspects of this role. 

The Travel & Scheduling Coordinator ensures that all logistics and scheduling tasks are executed efficiently to support the operations of the team. 
 

Responsibilities  

• Serve as the main liaison for physicians, clients, and recruiters to manage travel and scheduling coordination, resolve issues, and ensure a seamless customer experience. 

• Research travel destinations and prepare clear travel itineraries and correspondence for clients and physicians, ensuring all details are thoroughly communicated. 

• Monitor travel-related updates, such as flight delays, cancellations, or potential disruptions, and promptly communicate relevant information to clients, physicians, and internal departments. 

• Manage last-minute travel changes due to weather disruptions or other travel emergencies, ensuring alternative arrangements are swiftly secured. 

• Ensure that all physician travel details are accurate and up to date, managing any necessary modifications to itineraries in real-time. 

• Prepare detailed and accurate documentation of travel expenses and reimbursement requests, ensuring timely submission and clarity in reporting. 

• Provide responsive and professional support to clients and physicians, answering any travel-related inquiries and troubleshooting issues as they arise. 

• Maintain and update online booking tools, travel profiles, and contracts with travel vendors to secure negotiated discounts on flights, car rentals, and hotel reservations. 

• Collect and submit physicians' timesheets with a high level of accuracy, ensuring all entries are correct and promptly processed. 

• Gather and input payroll-related documents on behalf of physicians into the internal system, ensuring all data is complete and ready for payroll processing. 

Qualifications 

• High school diploma or equivalent, required. 

• Exceptional attention to detail, ensuring all travel arrangements and documentation are accurate and thoroughly reviewed. 

• Strong customer service skills with a commitment to providing a positive experience for physicians, clients, and internal teams. 

• Outstanding verbal and written communication skills, with the ability to clearly articulate travel details and address inquiries professionally. 

• Excellent phone skills, with the ability to effectively communicate and resolve issues in a friendly and professional manner. 

• Proven ability to prioritize, organize, and manage multiple tasks in a fast-paced environment, while maintaining accuracy and meeting deadlines. 

• Maintain a high level of professionalism, courtesy, and composure, especially in high-pressure or stressful situations, such as managing last-minute travel changes. 

• Self-motivated team player who takes initiative in problem-solving and proactively handles travel arrangements. 

• Demonstrated proficiency with Microsoft Office applications (Word, Excel, Outlook), with experience in using travel management software and online booking tools being a plus. 

• Ability to handle last-minute changes or unexpected issues with poise and flexibility, ensuring minimal disruption to scheduled plans. 

• Proficient in the English language, with excellent verbal and written communication skills. 

Work Environment  

• Full-time, onsite position from Monday through Friday with regular office hours.  

• Work in a collaborative, team-oriented environment that encourages open communication and teamwork to ensure seamless travel coordination and positive client experiences. 

• Engage in a fast-paced and dynamic environment, handling multiple travel requests and last-minute changes while maintaining accuracy and professionalism. 

• A work environment that emphasizes providing exceptional customer service to physicians, clients, and internal teams, ensuring travel arrangements are executed smoothly. 

• A culture that values innovation and continuous improvement, encouraging staff to contribute ideas and solutions for enhancing travel coordination processes. 

• Regular use of online travel booking tools, internal databases, and communication platforms to streamline processes and ensure timely updates and coordination. 

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice. 

Salary : $25 - $27