Travel Coordinator

At Baffinland, we work and live beyond the Arctic Circle, mining iron ore at our Mary River property. Located in the Qikiqtani Region on Baffin Island, Nunavut, it’s one of the world’s most captivating and seldom seen destinations and we are looking for people ready to share, build, and grow with our company.

We are a unique company with a strong management team. Our leadership team has amassed specialty experience on northern mining projects from community consultation and permitting, through to operation. Our workforce brings together the modern practice of safe, sustainable mining and the enduring value of a traditional culture, which is rapidly advancing. The result is a work and community experience you won't find anywhere else.

SCHEDULING:

1. Maintain all schedules in INX Travel System and SAP Concur.
2. Support department documentation and reporting.
3. Maintain and coordinate site schedule for site personnel, keep rosters up date and provide information and guidance to site leadership to ensure the adequate number of people are available to operate the sites.
4. Maintain accurate profiles from all employees and contractors traveling to and from site.
5. Communicate and coordinator commercial travel and accommodations with External Travel Planners to ensure accurate travel arrangements.
6. Deliver professional communication to travelers with accurate updates.
7. Develop and follow detailed Standard Operating Procedures to ensure consistency on the travel desk.
8. Advise Management of shortfalls to ensure that each group is adequately resourced in accordance with the approved Zero Based Budget.
9. Manage the surge pool and distribute resources in consultation and guidance from the Superintendents.
10. Coordinate travel arrangements on charter flight in/out of site including seating plans.
11. Prepare passenger manifests for flights and provide support during check in.
12. Ensure documentation is in order for flying including deployments forms, medical approval, and orientation.
13. Processing flight changes, no shows absences and other travel requirements.
14. Maintain the role membership for ERT (Emergency Response Team) group in Logistics software.
15. If and when flight delays are reported, ensure to change all flight information in INX timely as per SOP’s and ensure exceptions are organized accordingly.
16. Maintain information in the Human Logistics system such as medicals, vacations, leaves and absences, as well as flight change information and role membership in the Emergency Response Team.
17. Coordinate with External Travel Planner (ETP) on behalf of employees.
18. Coordinate local communities’ flights, accommodations and travel arrangements.
19. Perform other valued duties as assigned by Superintendent and Manager.
20. Updating and maintain Irregular Operation (IROP) information.
21. Delivering on departmental KPI’s.

ACCOMODATIONS

22. Coordinate accommodations by allocating camp rooms, coordinating with Housekeeping, and responding to issues with accommodations.
23. Be able to focus on guest experience and service delivery.
24. Manage all itineraries for all person(s) on to and from site.
25. Ability to work in a 24/7 rotation schedule fly in/fly out. (3 weeks on, 3 weeks off)
This list is not intended to be all-inclusive. Other duties may be required.

• High School diploma
• A diploma from a vocational institution in Administration, communications, and/or Travel is an asset
• Certification in Administration, Communications, and/or Travel is an asset
• Minimum one (1) year of experience working in administration, travel, and/or office-setting
• Experience with SAP and INX is an asset
• Experience in the Arctic is an asset.
• Experience working with aboriginal people, working in remote mining camps, and developing individuals whose initial maintenance knowledge/skills are low (what does this mean?) is beneficial.
• Digital Literacy skills: Knowledge of digital tools and technology.
• Strong proficiency with standard office software such as Microsoft Office, Excel, Word and One Note
• Time Management/Organisation skills: Ability to efficiently manage time and prioritize tasks to ensure that work is completed effectively and deadlines are met.
• Strong ability to create and execute process mapping and document control.
• Customer/Client Focus skills: Ability to identify and prioritize customer needs and recognize constraints, adopt a professional approach to customers, and seek to provide a better service. Is reliable and delivers on promises.
• Initiative/Independence: Ability to work things out without having to be shown too often. Takes responsibility for own time and effectiveness. Alert to opportunities to contribute appropriately without being told. Takes proactive steps to identify and address challenges, propose improvements, and contribute beyond your assigned tasks demonstrates initiative.
• Teamwork/Collaboration skills: Ability to actively participate in a team, encourage co-operation, and be aware of the needs of others. Ability to share information and support other team members, and prioritise team goals over individual goals.
• Display positive attitude and approach to problem-solving and solution-based decisions.