Field Travel Operation Specialist

Position Overview

The Field Travel Operations Specialist is responsible for managing and optimizing travel operations for a rapidly growing nationwide field workforce supporting mission-critical project execution across the United States. This role owns travel coordination, expense reconciliation, travel policy compliance, and operational support functions that enable efficient deployment of field personnel while maintaining strong cost control and execution standards.

This position plays a key role in supporting operational scalability by ensuring technicians, project teams, and leadership have reliable travel coordination, accurate expense management, and responsive logistical support. The ideal candidate thrives in fast-paced operational environments, demonstrates strong organizational ownership, and can effectively manage changing priorities with urgency and accuracy.

Core Responsibilities:

Travel Operations Management

• Coordinate and manage all travel logistics including:
• Flights
• Hotels
• Rental vehicles
• Travel changes and rebooking
• Support approximately 80+ traveling field technicians nationwide, with continued organizational growth expected
• Utilize Navan and other systems to optimize travel costs and maintain policy compliance
• Monitor travel spend and proactively identify cost-saving opportunities
• Ensure travel arrangements align with operational schedules and project requirements

Expense & Financial Reconciliation

• Review, reconcile, and track employee expense reports for accuracy and policy compliance
• Audit travel-related expenses to identify discrepancies, duplicate charges, and unnecessary spend
• Partner with Operations, Payroll, and Finance teams to resolve expense-related issues
• Support per diem tracking and expense reporting processes
• Maintain organized and auditable travel and expense documentation

Operational Support & Coordination

• Serve as the primary travel operations contact for field personnel
• Provide real-time support for:
• Delays
• Cancellations
• Emergency travel changes
• Scheduling conflicts
• Maintain accurate travel and operational records using:
• Microsoft Teams
• Excel
• Microsoft Dynamics 365 (as applicable)
• Support operational continuity through proactive communication and issue resolution

Process Improvement & Cost Control

• Identify opportunities to improve travel efficiency and reduce operational spend
• Support development and improvement of travel-related SOPs and workflows
• Assist with standardization of travel, expense, and deployment processes
• Help improve visibility into travel utilization, spend, and operational efficiency metrics

Qualifications

• 2–5 years of experience in:
• Travel operations
• Workforce coordination
• Logistics
• Operational support
• or similar environments
• Experience supporting a distributed or traveling workforce strongly preferred
• Experience coordinating high-volume corporate or field-service travel
• Familiarity with Navan or similar travel management systems
• Strong Microsoft Excel and organizational systems experience
• Excellent communication, multitasking, and problem-solving abilities
• Strong attention to detail and financial accuracy
• Ability to operate independently in a fast-paced remote environment
• Experience with expense reconciliation or operational financial tracking preferred

Work Schedule & Expectations

• Standard business hours with flexibility based on operational needs
• Occasional after-hours support for urgent travel disruptions
• Limited weekend support as operationally required

What We’re Looking For

• Strong sense of ownership and accountability
• Cost-conscious operational mindset
• Ability to move quickly without sacrificing accuracy
• Strong organizational and follow-through skills
• Comfortable operating independently while supporting nationwide field teams
• Process-oriented thinker who can improve operational efficiency over time