Travel & Logistics Coordinator

Our client is a high-volume AV and event production company serving corporate conferences, association events, and large-scale live productions across the United States and internationally. Teams of employees and independent contractors travel to events continuously, so travel is not an occasional task here. It is part of how every show gets built, and a crew member stranded at an airport affects the whole production.

We are hiring two Travel & Logistics Coordinators to own the end-to-end travel process for assigned travelers: researching options, booking flights, building itineraries, and responding fast when plans change. Airline prices move quickly, so the team needs people who watch fares, act decisively, and secure the best available rates without losing time.

You will work closely with production managers and operations leads, keep traveler records accurate, and be the person a crew member messages first when a flight is cancelled at dawn.

Key Responsibilities

Airline and Travel Booking

• Research and book flights for employees and contractors traveling to events, prioritizing cost efficiency, schedule fit, and traveler preferences.
• Monitor airline fares proactively and act quickly to secure favorable pricing before rates increase.
• Compare options across multiple booking platforms and airline channels to identify the best available fares at any given time.
• Manage group travel bookings when multiple crew members are traveling to the same event.
• Handle last-minute flight changes, cancellations, and rebookings with urgency and composure.
• Track flight credits, unused tickets, and loyalty program balances to maximize value across future bookings.

Itinerary and Logistics Management

• Build and distribute clear, complete travel itineraries for each traveler, including flight details, confirmation numbers, and on-the-ground logistics.
• Coordinate ground transportation, hotel accommodations, and airport transfers as needed in connection with flight bookings.
• Maintain accurate records of all bookings, costs, and traveler preferences in shared organizational systems.
• Communicate proactively with travelers regarding their itineraries, changes, and any disruptions.
• Manage multiple simultaneous travel requests across different events and timelines without losing accuracy or follow-through.

Coordination and Communication

• Liaise with production managers and operations leads to understand upcoming event schedules and staffing travel needs in advance.
• Confirm traveler details (passport information, TSA PreCheck/Global Entry, seat preferences) and keep records current.
• Flag potential scheduling conflicts or logistical issues to the relevant team before they become problems.
• Support post-travel reconciliation by tracking receipts, booking costs, and travel spend by event or project.

• Demonstrated experience booking and managing business travel, preferably in a high-volume or fast-paced environment.
• Strong working knowledge of airline pricing behavior—you understand how and why fares change, and you know when to book.
• Proficiency with major online booking platforms (for example, SAP Concur, Navan—formerly TripActions—and Expedia-based business booking tools), direct airline portals, and GDS tools.
• Exceptional attention to detail—errors in travel bookings have real consequences, and you treat every itinerary with care.
• Excellent communication skills and a calm, professional manner when handling disruptions or urgent changes.
• Ability to manage multiple travelers and multiple concurrent bookings under time pressure.
• Reliable, self-directed, and responsive during business hours—travelers depend on you being reachable.

Preferred Qualifications

• Prior experience supporting a production company, live events organization, touring operation, or similar industry with frequent crew travel.
• Familiarity with corporate travel policy management and cost reporting.
• Experience managing contractor travel in addition to W-2 employees.
• Knowledge of airline loyalty programs, status benefits, and how to leverage them for the organization.

Tools & Software

• Corporate online booking tools such as SAP Concur and Navan (formerly TripActions), plus Expedia-based business booking.
• Direct airline websites and airline group or agency portals.
• Global distribution systems (Sabre, Amadeus, or Travelport) where available.
• Fare-tracking and comparison tools for monitoring prices.
• Shared booking and cost trackers in spreadsheets, plus Microsoft Teams and OneDrive for day-to-day work with Remote Raven.

What Makes You a Great Fit

• You are always one step ahead: you ask about the schedule two weeks out so you can catch fares before they spike, instead of waiting to be told an event is coming.
• You understand that a crew member stranded at an airport or on a misconnected flight affects more than one person—it affects a production—and you take that seriously.
• You can track dozens of bookings at once and still handle a 6:00 AM flight change without dropping anything else.
• When the obvious option is sold out, you find a workable one.
• You communicate clearly, document everything, and treat every traveler on your list as someone whose time and experience matter.