Lodging Coordinator

Brief Description:

The Lodging Coordinator is responsible for supporting, coordinating, and fulfilling lodging needs across company field operations. This role manages day-to-day communication, planning, and execution of lodging arrangements and travel itineraries for multiple field personnel, partnering with third-party vendors and company-managed housing facilities to minimize operational disruptions and maximize lodging resources.

This position will work under the direction of the Manager Facilities MGT for Supply Chain.

Detailed Description:

- Source, organize, book, track, and manage lodging requests in support of field operations.

- Ensure lodging needs are met within established company budget constraints.

- Research lodging options and provide recommendations and final confirmations to internal stakeholders.

- Coordinate lodging arrangements through third-party vendors or direct booking, as needed.

- Support reservation administration, including extending reservations, obtaining credit card authorizations, and updating crew lists as required.

- Input and reconcile rooming lists in the system following check-in and check-out.

- Resolve lodging-related issues and complaints, providing workable solutions during various hours and days of the week (including after-hours/weekends as needed).

- Establish and maintain strong customer relationships with internal and external partners through courteous daily communication and professional service.

- Provide administrative support (copying/scanning/faxing), send lodging notifications to multiple locations, process invoices, and respond to office-related requests.

- Support effective resource use by monitoring operating expenditures and helping protect facility assets.

- Prepare routine and advanced written correspondence, including professional emails and letters.

- Manage competing priorities in a fast-paced environment to meet tight deadlines.

- Maintain accurate records of departmental activities, changes, and lodging documentation per established guidelines.

- Assist with reports and supporting documents, including vendor invoice processing and reconciliations.

- Participate in a monthly rotation for after-hours coverage (12:00 p.m.–9:00 p.m.) and weekend (Saturday/Sunday) support.

- Support processing of records updates and administrative issues across department functions.

- Work independently and collaboratively on special projects (ongoing and non-recurring).

- Perform other related duties as assigned.

Job Requirements:

- Highly detail-oriented with strong multitasking and prioritization skills.

- Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) with advanced Excel and Outlook capability.

- Excellent written and verbal communication skills; able to communicate by phone, email, written correspondence, and in person.

- Proven ability to manage time, prioritize workloads, and meet established deadlines in a fast-paced environment.

- Strong interpersonal, relationship-building, and customer service skills; maintains a professional demeanor in all situations.

- Ability to work effectively with employees at all levels, clients, and external vendors/third parties.

- Experience with Concur Expense (preferred/required, as applicable).

- Willingness to work rotating after-hours and weekend schedules as needed.

- Ability to travel occasionally, as required.

Minimum Qualifications:

- High school diploma or GED equivalent

- 1+ years’ experience in an administrative role

Preferred Qualifications:

- Associate’s degree or Technical School

- Experience in asset/vendor management

- Oil & Gas experience