Coordinator, Travel & Logistics

Job Title: Coordinator, Travel & Logistics
Reports To: Sr. Manager, Transportation & Logistics
Working Hours: Normal office hours are 09:30 to 17:30, Monday – Thursday, 09:30 to 17:00 Friday
Place of Work: UK HQ, Mill Court, Milton Keynes, Buckinghamshire MK12 5EU
Other: Full Time
ABOUT RWS GLOBAL
As the world’s largest producer of groundbreaking live entertainment, RWS Global creates meaningful connections and customized experiences spanning from theatrical productions to events, multimedia and more. In 2024, the entertainment leaders expanded capabilities into live sporting events with the introduction of RWS Global Sports.
 
Headquartered in New York, London, Cincinnati and Sydney with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base, RWS Global serves major brands and corporations, theatres, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals worldwide.
 
The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, Marella Cruises, MSC Cruises, Roompot, Rugby World Cup, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit rwsglobal.com.
JOB SUMMARY
Based at our Milton Keynes headquarters, the Coordinator, Travel & Logistics role is a vital member of our team, contributing significantly to project success. You will provide essential support to the travel and logistics team by managing corporate travel and goods movement requests, as well as handling general administrative tasks.
The role will involve an 80/20 split between travel booking and shipping support, with weekend and evening coverage required.
Location

• Minimum 3 days in-office: Monday, Tuesday, and Thursday at our HQ offices (Unit D Mill Court, Milton Keynes, Buckinghamshire MK12 5EU).
• Optional 2 days remote: Wednesday and Friday, working from home.

Role & Responsibilities:

• Travel Management: Provide end-to-end travel solutions, including flight, hotel, and transportation bookings, tailored to individual needs and company guidelines.
• Efficient Multitasking: Manage multiple travel requests simultaneously, ensuring timely completion and exceptional customer service.
• Recordkeeping: Maintain accurate records of all travel arrangements, payments, and itineraries for easy reference and reporting.
• Travel Preparation: Provide travellers with detailed itineraries, maps, guides, and essential travel information as and when required.
• Proactive Issue Resolution: Address and resolve any travel-related issues or concerns promptly and effectively.
• Cost-Effective Travel Sourcing: Research and negotiate competitive travel options to meet location and budget requirements.
• Reservation and Payment Management: Handle all reservations, payments, and cancellations efficiently.
• Comprehensive Travel Research: Compare and analyse various travel options to identify the best deals and value.
• Financial Management: Monitor and reconcile credit card expenditures, ensuring accurate expense reporting and VAT recovery.
• Emergency Contact: Serve as the primary point of contact for travel-related emergencies during out of office on-call hours.
• Logistics Administration: Execute general administrative tasks, including creating pick lists, delivery notes, and commercial invoices.
• Courier Coordination: Serve as the primary contact for courier bookings and arrangements.
• Warehouse Coordination: Assist with warehouse logistics, ensuring efficient receipt and dispatch of goods
• Administrative Efficiency: Perform administrative duties accurately and adhere to established processes.

Qualifications & Skills:

• Previous experience in fast paced environments essential, travel booking or administrative experience a plus.
• Ability to handle travel-related issues and emergencies calmly and efficiently.
• Good verbal and written communication skills.
• Excellent time management skills.
• Good understanding of Microsoft Office including a strong understanding of Microsoft Excel.
• Willingness to adapt to and learn new technologies
• A dynamic and innovative professional with a forward-thinking attitude and approach.
• Demonstrate commitment to the business with a strong knowledge of its mission statement and client base.
• A committed individual.
• The ability to work under own initiative.
• Able to work under pressure and take instructions from the line manager and fellow colleagues.
• Demonstrate passion for results.
• Interaction with internal members of staff and external clients and suppliers in a courteous and efficient manner is essential at all times.
• Enthusiasm and positive attitude with a commitment to contribute to the growth of the business.

Company Benefits:

• Competitive Salary
• Company Pension
• 25 days paid holiday excluding Bank Holidays
• Paid parental leave
• Computer (Mac/Windows)
• Company Phone Program
• Flexible working (office/remote)
• Employee Assistance and Wellbeing Programme
• Childcare Support Policy
• Employer Sponsored Vision Programme

Please Note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.
DIVERSITY AND INCLUSION STATEMENT: 
DIVERSE IS WHO WE ARE
Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements.
So, bring all of who you are, no questions asked.