Scheduling & Travel Coordinator

About the role

The Scheduling & Travel Coordinator is the single point of accountability for workforce scheduling and travel across AquaSmart Oil & Gas. Working hand in hand with team leadership, this role determines where staff need to be, records and maintains those assignments in Rippling, and stays ahead of the constant movement of crews across locations and basins. The role also owns the full travel program for scheduled employees (flights, hotels, rental cars, rideshare, and ground transportation) and builds and manages the vendor relationships that keep that travel reliable and cost-effective.

This role reports to the Director of Finance and partners daily with Operations leadership, field supervisors, HR, and Finance. It can be fully remote or based in our Midland, TX office with remote flexibility; we will determine the best fit with the selected candidate. Candidates located in or near Midland, TX are preferred. This is a full-time, hourly (non-exempt) position with flexibility to respond to time-sensitive travel needs outside standard hours.

What you'll do

• 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

Qualifications

• 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)
• 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)
• High school diploma or GED required; an associate's or bachelor's degree in business, hospitality/travel, logistics, or a related field is a plus

Equal Employment Opportunity

AquaSmart Oil and Gas, LLC is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, genetic information, veteran status, or any other characteristic protected by federal or Texas law. We are committed to a workplace free of discrimination and harassment.

AquaSmart is committed to providing reasonable accommodations to qualified individuals with disabilities. If you need an accommodation to participate in the application or interview process, please contact us at [email protected] and we will work with you to meet your needs.

All applicants must be legally authorized to work in the United States.