Travel Coordinator

Position Summary:

The Operational Support Coordinator - Travel is responsible for the end-to-end coordination of FIFO domestic, international, and charter travel within a complex, high-volume project environment. The role supports rostered and non-rostered project personnel, ensuring all travel arrangements meet company, client, and legislative compliance requirements while enabling safe, timely, and cost-effective workforce mobilisation and demobilisation.

Operating across multiple projects, remote locations, and changing schedules, the role requires strong forward planning, attention to detail, and the ability to respond rapidly to travel disruptions with minimal impact to operations. The Operational Support Coordinator - Travel works closely with project teams, operational support, and external travel providers, and plays a critical role in upholding duty-of-care obligations and traveller wellbeing in high-risk and safety-critical environments.

The position requires a proactive, solutions-focused approach, excellent stakeholder engagement, and the capability to manage competing priorities while maintaining accurate records, governance standards, and a high level of customer service.

KEY RESPONSIBILITIES

Professional Conduct & Compliance

• Represent the company in a professional, proactive, and solutions-focused manner within a fast-paced, high-risk project environment.

• Ensure strict compliance of all travellers with company, client, project, and legislative travel policies, procedures, and approval gates.

• Operate with a strong understanding of project critical paths, workforce dependencies, and operational risk associated with travel disruptions.

Strategic Travel Planning & Forward Scheduling

• Conduct regular forward-planning reviews of complex project rosters to identify travel priorities, constraints, and risk areas at least one month in advance.

• Establish, manage, and maintain cycle-based travel folders for multiple projects, ensuring accurate, current, and auditable documentation.

• Review and action changes from project change registers, workforce movements, mobilisation/demobilisation schedules, and scope variations impacting travel.

• Proactively identify travel bottlenecks or conflicts arising from overlapping projects, remote site access constraints, or limited transport availability.

End-to-End Travel Coordination

• Once compliance and approvals are confirmed, coordinate and manage high-volume, rostered, and critical-path travel for site-based personnel, including:

- Domestic, international, and charter flight arrangements

- Complex multi-leg itineraries and remote location access

- Ground transport and official run coordination

- Hotel, camp, and transit accommodation

• Transit meals and fatigue-aware scheduling considerations

• Ensure all non-rostered or business-critical travel is formally approved and aligned to project priorities prior to booking.

• Ensure all travel bookings are accurately allocated to the correct project, cost centre, and charge codes.

• Provide confirmed travel itineraries to rostered travellers no later than 30 days prior to the commencement of their next rostered cycle, where rosters and approvals are available.

• Provide confirmed travel itineraries to non-rostered travellers no later than 14 days prior to intended departure, subject to approvals and operational requirements.

• Proactively communicate any risks to meeting these service timeframes and escalate to project and operational support teams where roster changes, approvals, or external constraints may impact delivery.

• Maintain a traveller-focused approach that supports workforce readiness, and operational continuity.

Compliance, Documentation & Systems

• Validate that all travellers hold current government-issued identification, passports, visas, and any project-specific documentation required for mobilisation.

• Ensure traveller profiles are created, updated, and maintained within all relevant travel, workforce, and compliance systems.

• Maintain accurate travel registers, compliance records, and supporting documentation to meet audit, client, and project governance standards.

Stakeholder Engagement & Issue Resolution

• Act as a key liaison between project teams, operational support, client travel teams, and external providers.

• Promptly communicate detailed itineraries, travel changes, and disruption impacts to personnel, supervisors, project teams, and clients.

• Manage travel disruptions including cancellations, missed connections, charter changes, and weather or security-related impacts, providing rapid contingency solutions.

• Escalate at-risk or non-compliant travel arrangements that may impact safety, mobilisation timelines, or project delivery.

Operational Support & Critical Response

• Coordinate closely with operational support teams to align ground transport arrangements, official runs, and site access requirements across multiple projects and locations.

• Provide after-hours travel support, when rostered on, for critical project movements, escalations, and emergency travel requirements to minimise operational disruption.

• Support organisational duty-of-care obligations through real-time traveller awareness, active monitoring of travel movements, and coordinated response to emerging risks or incidents.

Financial & Reporting Responsibilities

• Raise, manage, and reconcile purchase orders for travel-related bookings within the finance system.

• Monitor travel spend against project budgets and highlight cost or risk variances where relevant.

• Maintain accurate reporting for travel incidents, disruptions, no-shows, and project impact analysis.

Continuous Improvement & Project Integration

• Assist in the development, standardization, and continuous improvement of travel templates, guides, and communication tools tailored to complex project environments.

• Attend project and operational meetings to provide forward travel outlooks, risk assessments, and travel status updates.

• Contribute to improving travel processes to enhance efficiency, risk mitigation, and workforce experience across concurrent projects.

QUALIFICATIONS

• Bachelor's degree in Business Administration, Logistics, or a related discipline is required

• Minimum 3-5 years experience as a travel coordinator within civil construction, ideally on infrastructure projects such as roads, pipelines, oil, gas, renewables or utilities

• Experience working on EPC/EPCM or major construction projects.

• Proven experience coordinating FIFO domestic and international travel within complex, high-volume or international project environments.

• Demonstrated experience coordinating high-volume charter flights, including logistics for remote locations and camp accommodation.

• Exposure to client-driven travel requirements, approval frameworks, and compliance obligations.

• Strong experience supporting project-based or operational workforces, including rostered personnel, site mobilization, and demobilization activities.

• Proven ability to manage multiple concurrent travel priorities across changing schedules, remote locations, and tight operational deadlines.

• Sound working knowledge of travel compliance requirements, including company and client policies, visas, passports, approvals, and multi-jurisdictional entry requirements.

• Demonstrated capability in resolving travel disruptions such as cancellations, delays, missed connections, and charter changes with minimal impact to project operations.

• Proven ability to work effectively with cross-functional stakeholders, including project teams, operational support, finance, external travel providers, and client representatives.

• Experience maintaining accurate and auditable travel documentation, registers, and records in accordance with governance and compliance standards.

• Demonstrated cultural awareness and sensitivity when working across regions, countries, and diverse workforce groups.

• Experience working within high-risk or safety-critical environments, with a strong understanding of duty-of-care obligations and workforce wellbeing