LOGISTICS COORDINATOR - TRANSPORT AND TRAVEL

The transport and Travel Coordinator is responsible for the planning and scheduling of flights, the effective processing of all passenger reservations, the safe/efficient movement of personnel offshore or to other locations out of Georgetown and tracking of personnel movement as required to effectively meet the business needs of the Company.

• A technical degree or other qualifications is acceptable.

• Experience in logistics planning Coordination, and safety will be an asset.  

• Willingness to work in remote, changing environment.

• Experience in implementing and following new procedures, work practices, or systems. Particularly new databases, planning tools, and record-keeping systems.

•  Ensure aviation support facilities & infrastructure provided by Company comply with all prevailing regulatory and statutory requirements including periodic certification by local authorities.

• Good understanding of Transportation Operations including operating locations and local environment with emphasis on domestic air transportation services and facilities.

•  Good understanding and knowledge of aviation services and associated services including meet and greet, passengers’ movement, etc.

•  Conversant with prevailing domestic and civil aviation infrastructure and security initiatives associated with the air transportation of personnel and/or equipment.

• Ensure requirements for the provision of air transportation (aviation) and related support services are met by utilizing equipment & services which meet or exceed minimal expectations.

•  Develop and effectively steward flight schedules, the dispatch/dispensing and maneuvering assignment of air transport services (when duly approved by the Transportation Supervisor), and the associated assignment of aviation support services personnel.

• Maintain communication with the Travel Lead and/or Aviation Coordinator toward the effective assignment and tasking of the aviation support services to support the business needs of the Company.

• Ensure that any/all ad-hoc flight requirements are duly approved and appropriately charged to the cost center requesting such ad-hoc services.

• Ensure that all personnel assigned to operate and provide the air transport services are duly qualified and approved for the scope of activities to be performed.

• Provides steward-able work-site supervision of contracted aviation support services activities including the check-in operation and the associated activities involving the provision of the services to the Company.

• Effectively steward the air transport services through proactive preventative maintenance planning & scheduling with the aviation contractor to reduce cost and optimize the availability of such services within the operating needs of the Company.

• Ensure that the air transportation services are conducted efficiently within the framework of EEPGL policies and wider procedures.

• Provide month-end summaries of passenger movement to accurately support the allocation of air transportation and related.

• Performs the regular capture and recording of Key Performance Indicators for the air transportation services and serves as the b/u custodian of the KPI database for all KPIs. Maintains the KPI database in a timely manner and provides reports to the Transportation Supervisor on a regular basis.

•  Receive and process Travel Request Forms in a timely manner.

• Manifest travelers to available flights and prepare accurate final manifests for issue to service providers and customers including contractors. Ensure confirmations are always sent to requestors.

• Maintain quality personnel profile data within the system, with complete and up-to-date records. Regularly review and ensure a clean, effective database.

• Close out flights and travel tasks when complete and validate daily POB reports.

• Prepare the daily airport meet/greet log or passenger coordination list for Ground Transport by using the Company Travel System.

• Maintain Personnel Profile, certification, and other info as deemed necessary.

• Carry the after-hours / weekend duty phone when required, in accordance with the team duty roster. Respond to calls if received. Log calls and handle them appropriately, seeking support if required or returning to the office when necessary.

• Ensure travelers receive the correct pre-departure information and are informed of travel requirements and responsibilities. Spot-check compliance on a monthly basis.

 Controls/CIMS Specific Requirements

• Demonstrate leadership and ensure that all services provided and performed by the Aviation Services contractor are conducted in a manner that at all times meets or exceeds defined control measures.

• Conduct periodic self-assessments and audits of Aviation Services contractor activities including review of Risk Assessments, Control Catalogs, and Procedures to ensure such controls are up to date and accurately reflect/support the work activities.

• Ensure that any/all gaps or issues related to Control Requirements are addressed and corrected in a timely manner.

• Consult with BU Controls Advisor and/or Transportation Supervisor regarding control concerns/issues and resolution.

•  Maintain accurate and up-to-date records and other applicable regulatory and legal documentation as required to operate and maintain aviation facilities.

•  Support other duties and tasks as requested.