[Hiring] Travel Onboarding Coordinator @Westinghouse Electric Company, LLC

Role Description

As the Travel and Onboarding Coordinator on the Welding and Industrial Services team, you will be responsible for planning and booking travel, hotel, transportation, site safety specifics, drug and background clearances to ensure efficient business operations. Additionally, the role will include supporting Project Managers and Site Managers and reconciling the Corporate Travel Account.

You will report to the Director of Industrial Projects. This is a remote role that can be performed from anywhere in the United States, though periodic travel (1-2 times per year) will be required to our Lawrenceville, GA office.

Key Responsibilities:

• Coordinates mobilization efforts for four active field projects, preparing over 200 personnel ahead of project start dates and staggered workforce arrivals.
• Manages large-scale workforce mobilization logistics for 200+ employees across multiple job sites.
• Organizes rental vehicle assignments in alignment with employee drug testing schedules to ensure compliance and efficiency.
• Responds to widespread Transportation Security Administration (TSA) disruptions in March, including significant flight delays and cancellations, by rebooking flights, adjusting rental car and hotel reservations, and modifying onboarding and badging schedules accordingly.
• Administers and executes random drug testing operations seven days a week for both day and night shifts, including expedited 24-hour turnaround requirements.
• Reconciles CTA card transactions, reviewing and categorizing over 1,000 line items by job activity and location.
• Coordinates rental vehicle swaps and contract extensions across shifts, including weekends, to prevent workflow interruptions.
• Processes rental vehicle damage reports and arranges urgent towing or replacements due to accidents or vehicle issues.
• Maintains and continuously updates DISA rosters for the customer sites, managing 100+ personnel with multiple daily updates, seven days a week.
• Ensures timely deactivation of personnel in DISA and OSCA systems upon job completion (including nights and weekends) to prevent unnecessary drug testing charges and compliance issues.
• Tracks and updates rental vehicle mileage across multiple job sites to minimize operational disruptions and avoid unnecessary vehicle exchanges.
• Manages hotel accommodations, including check-ins and weekly invoice reconciliation with hotel management, ensuring accurate billing to the CTA account.
• Reconciles company P-card transactions with safety council invoices to prevent account holds and potential badge deactivations.
• Coordinates rapid redeployment of personnel between projects, including overnight transitions for safety compliance, drug testing, mobilization, and lodging arrangements.
• Manages workforce roster updates across multiple systems, ensuring accurate personnel tracking and replacements.
• Maintains and updates workforce rosters during nights and weekends to meet payroll deadlines (Monday 8:00 AM), including tracking and submitting mobilization/demobilization data for accurate payroll processing and billing.
• Conducts weekly reconciliation of hotel folios to ensure accurate billing, proper check-outs, and prevention of overcharges.

Qualifications

• High school diploma or equivalent required. Associates degree preferred.
• 5+ years' experience in travel, site safety onboarding.

Requirements

• We are committed to transparency and equity in all of our people practices.
• The base salary range for this position, which is dependent upon experience, qualifications and skills, is estimated to be $55,379.11 to $72,007.69 per year.

Benefits

• Comprehensive Medical benefits which could include medical, dental, vision, prescription coverage and Health Savings Account (HSA) with employer contributions options.
• Wellness Programs designed to support employees in maintaining their health and well-being including Employee Assistance Program providing support for our employees and their household members.
• 401(k) with Company Match Contributions to support employees' retirement.
• Paid Vacations and Company Holidays.
• Opportunities for Flexible Work Arrangements to promote work-life balance.
• Educational Reimbursement and Comprehensive Career Programs to help employees grow in their careers.
• Global Recognition and Service Programs to celebrate employee accomplishments and service.
• Employee Referral Program.