Planning and Logistics Coordinator - Vancouver (Fixed Term)

Purpose

The Planning & Logistics Coordinator reports to the Manager, Planning & Logistics and is a key member of the Planning & Logistics team. This role involves structured scheduling, crew logistics, expense functions for all routes, with a primary focus on coordinating travel bookings, including flights, transfers, and hotel accommodations.

Key Areas of Accountability

Crew Logistics Activities:

• Ensure all hotels, flights, transfers, and crew meals are booked in advance, and appropriate correspondence is sent to team members and external suppliers.

• Continuously review suppliers to ensure the best overall value for travel arrangements.

• Make changes to booking arrangements as required.

• Efficiently and diligently record bookings for clear visibility relevant internal stakeholders.

• Utilize all Rocky Mountaineer platforms, both new and existing, to perform the role.

Financial Accountability & Payroll Activities:

• Manage schedule and logistics bookings to maximize efficiencies and stay within budget parameters, including managing room blocks with internal parties for cost-effective accommodation planning.

• Assist with payroll functions as requested including timesheet export and coordination

• Complete all expense reporting related to crew logistics as per the expense policy.

Collaborative Team Environment:

• Adapt and work effectively with various Rocky Mountaineer and external teams.

• Demonstrate strong time management skills.

Qualifications

Education/Certifications/Knowledge:

• Post-secondary education is an asset.

Experience:

• 2+ years of experience in an office environment and/or administrative capacity.

• Experience with systems or platforms (Scheduling Software, HRIS, Payroll) is considered an asset.

• Experience or exposure to the hospitality, travel, or tourism industry is considered an asset.

Skills:

• Excellent interpersonal skills.

• Strong communication skills, both verbal and written.

• Proficiency in MS Office (Outlook, Word, Excel) and the ability to learn new systems quickly.

• Demonstrate empathy and compassion.

• Energetic and committed to delivering excellent customer service to the onboard team.

• Professional, accountable work ethic; self-motivated.

• Ability to work flexible hours as required during the operating season.

Work Environment

• Must be legally entitled to work in Canada for the duration of the operating season

• This position requires availability on weekends and statutory holidays throughout the season.

• Working hours range between 5:30am to 8:00pm

• Hybrid role with minimum 3 Days in office per week

Compensation

• The base salary offered for this role is $51,000 - $57,000 per annum and can vary based on job-related expertise, qualifications, experience and internal equity.
• Eligible for Rocky Mountaineer’s Bonus Program

Eligible Benefits

Rocky Mountaineer supports our team members’ health and wellness by providing a comprehensive medical plan with 100% employer paid premiums, some of which includes:

• Medical, Dental, Vision, Life Insurance
• Short term disability, long term disability, and Accidental Death & Dismemberment policy
• Travel emergency assistance
• Vacation time & sick time.

Rocky Mountaineer is an equal opportunity employer, driven by our values of creating meaningful moments, being one team, and achieving extraordinary outcomes. Our strong company culture supports our vision of a diverse, open, safe, and respectful workplace. We celebrate diversity and are committed to creating an inclusive environment for all team members. If you require any accommodation during the application process or throughout your employment, please let us know. We will work with you to ensure your needs are met and to create a supportive environment.

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