Cowan Systems Baltimore , MD 21203
Posted 2 months ago
Travel & Orientation Coordinator
JOB OBJECTIVE: The Travel & Orientation Coordinator is responsible for executing a smooth transition for new employees from previous job to Cowan Systems. Streamlining the onboarding process to ensure the employee has completed all necessary documentation prior to orientation and communicating with the Recruiting and Operations team. The Travel & Orientation Coordinator must act as a positive advocate for Cowan Systems and support the Recruiting, Retention and Operations departments.
Shift:
(Monday, Thurs-Fri 830am-5pm & Tues/Wed 630am-3pm) Tues/Thurs schedule will occur once training is complete
ESSENTIAL JOB FUNCTIONS:
Manage all onboarding paperwork to completion for each new hire pre-orientation
Ensure drivers complete the FMCSA pre-employment Clearinghouse request prior to orientation helping them register if necessary
Collect and upload all completed onboarding forms in Tenstreet
Advise the recruiting team on pre-employment drug screen and DOT physical status prior to orientation
Assist Senior Travel Coordinator with new hire and incumbent driver travel/lodging needed and requested by operations/recruiting (rental car, uber, train, bus, flight, hotel) and sending travel accommodations to new hire/incumbent driver/staff
Send DocuSign Travel letters and all travel arrangements to new hires
Set up the orientation room every week for on-site orientations. Make sure orientation room is stocked with supplies/drinks/etc
Order Baltimore orientation lunches
Assist with Baltimore Driver Orientation arrivals & dismissals
Collaborate with Senior Travel Coordinator and Safety department in planning on-site road tests during orientation
Dismissal of orientation both days
Confirm drivers in Baltimore orientation have all outstanding items (offer letter, Paylocity, drug screen/physical) completed if not, assist driver with completing the needed items prior to the start of class
Advise recruiting & supporting documents via email of any on-site orientation schedule changes and/or conflicts that occur during orientation
Record/Track orientation cost travel, lodging, meals, etc
Assist Senior Travel Coordinator with Driver Recruiting Expense Report(s)
Track driver referrals for each orientation week and provide to Driver Payroll Department
Display a positive attitude in person and on the phone
Provide excellent communication/service to new hires and supporting departments via phone and email
NOTE: This job description should not be construed to imply that these requirements are the exclusive standards to the position. Incumbents will follow any other instructions and perform any other related duties as may be required by the immediate supervisor.
JOB REQUIREMENTS:
Organization
Time Management
Excellent written and verbal communication skills
EDUCATION, EXPERIENCE AND TRAINING REQUIREMENTS FOR THE JOB:
Bachelors Degree
1-3 years of Administrative background preferred
Microsoft Office Skills (Outlook, Teams, Excel, Word, etc)
Cowan Systems