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Coordinator, Corporate Relocation & Travel

J.D. Irving, Limited

This is a Part-time position in North Bay, ON posted September 21, 2022.

COORDINATOR, CORPORATE RELOCATION & TRAVEL Headquartered in Dieppe, New Brunswick, the Irving Moncton Group of Companies has plants, terminals, operations and sales office throughout Canada and the United States.

We are a dynamic, rapidly growing, and successful group with diverse interests.

We’re proud to be part of the larger Irving Group of Companies, a family-owned business whose commitment to quality products and services dates back 140 years.

At the Irving Moncton Group of Companies, you are part of an energetic team of professionals who lead with integrity and are passionate about achieving results.

With a culture that nurtures talent and creates an inclusive workplace, you can grow your career across our diverse operating divisions.

We are currently seeking candidates to join our Human Resources team, in the position of Corporate Relocation & Travel Coordinator within J.D.

Irving, Limited, located in our Head Office, Dieppe, New Brunswick.

The Corporate Relocation & Travel Coordinator will arrange business travel for Corporate employees and will manage relocation travel for employees and their families on behalf of the Moncton-based Companies, identifying the most cost-effective and efficient travel arrangements and making necessary reservations for accommodations.

The Coordinator will also be responsible to coordinate the entire relocation process for employees and their families on behalf of the Moncton-based Companies including obtaining quotes for the client, coordinate transportation, moving and storage activities, manage customs requirements, manage the client database, troubleshoot issues, oversee customer support, and prepare vendor invoices and employee out of pocket expenses for payment.

They will ensure all relocation management activities are performed in a manner consistent with existing processes, participate in documenting those processes and continuously look for ways to improve, strengthen and streamline processes, ensuring client satisfaction throughout the move management process.

KEY RESPONSIBILITIES: Utilizing AMEX Concur platform, researches and compares available travel (air and/or vehicle) and hotel accommodations to identify the best available option for each travel need, connecting directly with AMEX to coordinate travel plans for relocating employees and their families regarding house hunts, travel to their new work location and return trips home.

Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff.

Obtains approval from leadership for travel requests and expenses that exceed established limits.

Update the database regularly with details of the travel, and maintain files for due diligence, financials, and reporting.

Assess employee out of pocket expenses and vendor invoices for policy compliance and accuracy to process for payment.

Generate manual cheque requests (MCR’s) using employee Expense Registers.

Procure and manage move labor as well as monitor and manage capacity changes, and source and negotiate rates for short term furnished accommodations.

Evaluate quotations, negotiate rates, and enter authorized service agreements as required.

Book necessary equipment and resources to ensure services are executed in a timely manner.

Manage the occupancy of two furnished and equipped corporate apartments plus any additional apartments rented for volume overflow.

Facilitate orientation services for candidates or new hires by partnering with local estate agents.

Due to client commitments and the nature of this work, this role may periodically require after hours support calls/emails.

EDUCATION AND EXPERIENCE REQUIREMENTS: Post-secondary education or equivalent in Business, Hospitality, or related field.

Minimum 2 years successful experience in a high-touch customer service environment is required.

3 years of experience in corporate travel or a related field is also required.

Minimum of 2 years of related experience in relocation programs and travel booking within the North American region (Canada & US) is preferred.

Previous training and experience with AMEX Concur Online Reservation System or similar travel software highly preferred.

Related experience in relocation programs at an international level an asset.

Minimum of 1 year of experience working in operations, human resources, and/or project or process management is preferred.

Accounts payable/bookkeeping experience a strong asset.

KNOWLEDGE AND SKILL REQUIREMENTS: Ability to exercise good judgment and maintain confidentiality.

Exceptionally customer-focused, paying attention to the little details that matter.

Advanced MS Office Skills, including Excel, a must.

Experience with customer relationship management system is a strong asset.

Good understanding of Canadian and US relocation tax laws is preferred.

Experience managing small to medium projects and processes with limited oversight from supervisor.

Excellent time management and prioritization skills to manage several applicants while anticipating shifts in priorities.

Fluency in English is a requirement of this role.

Ability to speak French and/or other languages is considered an asset.

To Apply for this Career Opportunity: Please complete the online application form.

An up-to-date resume of past experience and education is required.

We thank all candidates for their interest, however, only those selected for interviews will be contacted.

To learn more about our products and services, click here .


Irving, Limited is committed to the principle of equal opportunity in its employment practices and to providing an environment free from discrimination and harassment for all employees.

Additional Information Posting Date: Aug 25, 2022 My Profile Create and manage profiles for future opportunities.

Requisition : 22005676 An outstanding team dedicated to providing the best in products and service.