Travel Coordinator

JOB DESCRIPTION

Job Title:                     Travel and Logistics Coordinator

Reports To:                 VP or Similar           

JOB SUMMARY

The Travel Logistics Coordinator acts as the administrative and operational liaison between the clinical field team and 4C Medical headquarters. In this role, the Travel and Logistics Coordinator is responsible for coordinating all case logistics (domestic and international) including but not limited to: ongoing communication with study sites, booking travel, accommodations, ground transportations, booking various venues and reservations as necessary. This position will be compliant and knowledgeable of current TSA requirements needed to obtain permission to carry medical devices through airport security checkpoints.  

JOB RESPONSIBILITIES

• Effectively manage clinical calendar to reflect scheduled case, training prior to case, travel details, etc.
• Provide routine communication to clinical field team to ensure they have current information.
• Work directly with TSA and other government agencies to ensure safe passage through security checkpoints. Complete proper documentation for travelers.
• Work directly with the 4C Medical customs agencies and broker to ensure personnel and goods are admitted back to the United States with appropriate permissions.
• Travel management: schedule flights (domestic and international), hotel accommodations (field team and physicians), ground transportation as needed.
• Note: all travel operations must be performed within the 4C Medical Travel Policy
• Administrative point of contact between the management and clinical field, as well as vendors required to support travel for the case.
• Manage training documentation as required.
• Effectively communicate through various means, answering questions, taking messages, and routing correspondence.
• Ability to provide support outside of normal work hours when needed.
• On call for tracking and rebooking flights cancelations as needed.
• Travel up to 10%

EDUCATION and EXPERIENCE

• Ability to handle multiple, often changing priorities in a fast-paced environment. Exceptional planning and time management skills
• Ability to interact effectively with employees and executives at all levels.
• Proficiency in English
• Must have excellent interpersonal and communication skills.
• Expert in Microsoft, Word, PowerPoint and Adobe preferred.
• Ability to work independently and take directions from others.
• Experience writing, reviewing, proofreading and editing.
• Accurate and detail oriented.

The above is intended to describe the general content of and requirements for the performance of this job.  It is not to be construed as an exhaustive statement of duties, responsibilities, and requirements.