Job Description

Position Title:

Travel and Charter Operations Coordinator

Department:

Administration

Location(s):

Moosonee, Moose Factory, Cochrane, Kapuskasing, Timmins, or other designated service sites

Reports To:

Business Manager

Job Class:

Team Member

Salary Structure:

TMG05 - Team Member Grid 05

TEER Level:

2

NOC Code:

13201

Unionized:

No

Purpose of the Role

The Travel and Charter Operations Coordinator is responsible for managing the end-to-end travel and charter logistics for Payukotayno staff and clients across Treaty 9 communities. This includes flight bookings, accommodation arrangements, vehicle rentals, and coordination of charters between remote and urban service sites.


This role ensures that all travel is coordinated in a safe, cost-effective, and culturally respectful manner while maintaining compliance with internal policies and the realities of northern logistics. The Coordinator plays a vital role in keeping the agency's operations mobile and responsive across the James and Hudson Bay service region.

Core Responsibilities

1. Travel and Charter Coordination

Schedule and book charter flights and commercial travel for staff, children in care, and family support travel Coordinate accommodation, meal allowances, and transportation based on destination and duration Maintain positive relationships with airlines, hotels, vehicle rental agencies, and charter companies

2. Logistics Management

Prepare detailed travel itineraries and confirm all components prior to departure Ensure compliance with agency travel policies and track authorizations and approvals Support emergency or short-notice travel, including after-hours and on-call logistics

3. Budgeting and Cost Control

Monitor travel costs, track expenditures, and seek cost-efficient options without compromising safety Work with the Finance department to process travel invoices, reconcile receipts, and manage charter accounts Identify opportunities for long-term travel agreements and preferred vendor pricing

4. Record-Keeping and Reporting

Maintain an accurate travel calendar and booking database Track usage statistics, budget variances, and identify trends in travel needs Provide regular reports to management for strategic planning

5. Policy and Compliance Oversight

Ensure adherence to internal travel and risk management policies Confirm that all child-related travel is in accordance with care protocols and Ministry standards Document special considerations, consent forms, and supervision arrangements for travel involving children and youth

6. Communication and Support

Liaise with program staff, supervisors, and external service providers to ensure smooth coordination Provide clear communication to travelers and act as point of contact for changes, cancellations, or emergencies Ensure travelers are supported in culturally safe ways, especially when travelling for personal hardship or care-related reasons

Required Qualifications and Experience

Diploma in Business Administration, Travel and Tourism, or related field (or equivalent lived/professional experience) Minimum 2-3 years of experience in administrative coordination, travel logistics, or charter operations Familiarity with remote/northern travel, Indigenous communities, and emergency travel coordination Proficiency in Microsoft Office and cloud-based booking or calendar systems Strong organizational, negotiation, and communication skills

Conditions of Employment

Satisfactory Criminal Record Check including Vulnerable Sector Screening Valid Ontario Class G Driver's License and access to a reliable vehicle Ability to travel if needed and to respond flexibly to urgent travel coordination needs Willingness to work outside regular hours during travel disruptions or crises

Our Hiring Commitments

Payukotayno is committed to Indigenous-led services, Nation-based healing, and culturally safe workplaces. We encourage applications from First Nations individuals, especially those from Treaty 9 communities and affiliated Nations. We honour both formal qualifications and cultural/lived knowledge as valid experience.


We are committed to employment equity and welcome applications from all qualified persons, including those identifying as Two-Spirit, non-binary, LGBTQ+, francophone, persons with disabilities, and other equity-seeking groups.


Accommodations are available throughout the application process.

AODA Statement (for postings only)

In accordance with the Accessibility for Ontarians with Disabilities Act (AODA), Payukotayno will provide accommodations throughout the recruitment process upon request.