Scheduling & Travel Coordinator

Summary

AquaSmart is a leading innovator of coated proppant technologies for the oil and gas industry. The Scheduling & Travel Coordinator manages workforce scheduling, employee travel, Rippling data, travel vendors, itineraries, budgets, and reporting while coordinating with Operations, HR, Finance, and field leadership.

Responsibilities

• Build and maintain the master staffing schedule for all AquaSmart employees, working with Operations and field leadership to determine where staff are assigned and when
• Anticipate crew movement across sites and basins; plan rotations, transitions, and coverage, and resolve conflicts before they reach the field
• Enter and maintain all scheduling and assignment data in Rippling in real time so the system always reflects reality
• Book all travel for scheduled employees: flights, hotels, rental cars, rideshare, and ground transportation, including airport pickups
• Build complete itineraries and proactively handle changes, delays, and last-minute rebookings; serve as the point of contact when travel is disrupted, including outside normal hours as needed
• Create and manage travel vendor relationships; negotiate and maintain corporate and preferred rates
• Complete the training and obtain the credentials required to qualify as a travel agent (company paid), with all reward points, perks, and commissions earned through company bookings directed to AquaSmart
• Track travel spend against budget, reconcile bookings and invoices with Finance, and report on schedule status, spend, and vendor savings to leadership

Skills

• Exceptional organization and attention to detail; able to manage many moving parts at once without dropping any
• 3+ years in scheduling, logistics, dispatch, corporate travel coordination, or operations/administrative coordination
• Proficiency with HRIS and/or scheduling systems and strong Excel skills; Rippling experience a plus
• Strong written and verbal communication; able to coordinate clearly across leadership and field staff
• Cost-conscious with sound judgment; comfortable negotiating with and managing vendors
• Calm, responsive, and solution-oriented under pressure, including flexibility for after-hours travel issues
• Willingness to complete travel agent training and certification after hire (company paid)
• High school diploma or GED required
• All applicants must be legally authorized to work in the United States
• Preferred: experience scheduling a multi-site, rotational, or field-based workforce (oilfield services a strong plus) and/or corporate travel management experience (travel agency, TMC, or in-house travel desk)
• An associate's or bachelor's degree in business, hospitality/travel, logistics, or a related field is a plus

Qualifications

Must Haves

• Exceptional organization and attention to detail; able to manage many moving parts at once without dropping any
• 3+ years in scheduling, logistics, dispatch, corporate travel coordination, or operations/administrative coordination
• Proficiency with HRIS and/or scheduling systems and strong Excel skills; Rippling experience a plus
• Strong written and verbal communication; able to coordinate clearly across leadership and field staff
• Cost-conscious with sound judgment; comfortable negotiating with and managing vendors
• Calm, responsive, and solution-oriented under pressure, including flexibility for after-hours travel issues
• Willingness to complete travel agent training and certification after hire (company paid)
• High school diploma or GED required
• All applicants must be legally authorized to work in the United States

Nice to Haves

• Preferred: experience scheduling a multi-site, rotational, or field-based workforce (oilfield services a strong plus) and/or corporate travel management experience (travel agency, TMC, or in-house travel desk)
• an associate's or bachelor's degree in business, hospitality/travel, logistics, or a related field is a plus

Benefits

• This role can be fully remote or based in our Midland, TX office with remote flexibility
• Complete the training and obtain the credentials required to qualify as a travel agent (company paid)