Travel & Scheduling Coordinator

Job Details: Job Location: Pacific Companies - Irvine, CA, Salary Range: $24.00 - $27.00Hourly, Job Brief

Our industry is experiencing explosive growth, and if you’ve ever wanted to be in the right place, at the right time, with the right people – this is it! With 20+ years in healthcare permanent and locum tenens staffing, there has never been a better place to launch or further your career.

Pacific Companies is currently seeking a Timesheets & Travel Coordinator to join our growing Travel team. The ideal candidate for this role must be a great communicator, proactive, adaptable, able to pivot when necessary, and juggle multiple diverse responsibilities with a strong emphasis on organization and an unwavering attention to detail. This is an exceptional opportunity for someone who wants to be a part of one of the most trusted firms in the healthcare industry, where your contributions will be impactful towards the upward growth of the organization.

The Timesheets & Travel Coordinator provides timekeeping, customer service, and travel coordination for Pacific Companies' Locum Tenens providers and travel for internal team members. The primary focus of this position is managing the timesheet process for an assigned portfolio of providers and client accounts, ensuring timekeeping information is complete, accurate, approved, and submitted in accordance with bi-weekly payroll deadlines.

Responsibilities

Timekeeping Support

Manage the timesheet process for an assigned portfolio of Locum Tenens providers and client accounts throughout each bi-weekly payroll cycle.
Monitor timesheet submissions to ensure all required hours, approvals, and supporting documentation are received prior to established payroll deadlines.
Review timecards and timekeeping records for completeness and accuracy prior to payroll processing.
Review provider contracts, assignment details, and applicable documentation to verify requirements and identify inconsistencies or discrepancies.
Reconcile timekeeping entries against supporting documentation and research discrepancies requiring correction.
Process timekeeping corrections accurately and within established payroll deadlines.
Follow up proactively with providers, clients, managers, and designated approvers regarding missing, incomplete, inaccurate, or unapproved timesheets.
Maintain communication with client contacts and designated approvers to facilitate timely approval and payroll processing.
Gather, organize, and maintain required payroll-related documents, provider contracts, timekeeping records, corrections, and supporting documentation.
Record applicable assignment, job, pay, or contract changes within designated systems and records.
Maintain accurate electronic records and clear audit trails for timekeeping submissions, approvals, corrections, and payroll-related documentation.
Respond to routine provider timekeeping questions and appropriately redirect or escalate questions requiring Accounting, leadership, or other departmental review.
Identify unusual timekeeping circumstances, contract discrepancies, or potential compliance concerns and escalate them to leadership as appropriate.
Run and review applicable reports, audit timekeeping data, and provide accurate information to management as requested.
Ensure assigned accounts remain current and payroll deadlines are consistently met.

Customer Service & Account Management

Serve as a primary point of contact for assigned providers, clients, recruiters, and other stakeholders regarding timekeeping, documentation, approvals, and related administrative needs.
Manage a designated portfolio of providers and client accounts while maintaining ownership of outstanding timekeeping and administrative requirements.
Respond to inquiries professionally, accurately, and timely while providing a high level of customer service.
Build and maintain positive working relationships with providers, clients, recruiters, account managers, and internal departments.
Maintain accurate assignment information, including applicable work locations and other information necessary to support accurate timekeeping.
Proactively communicate outstanding requirements, upcoming deadlines, discrepancies, and issues requiring stakeholder action.

Travel & Logistics

Coordinate travel and logistical arrangements for Locum Tenens providers and internal team members based on individual assignment needs, including airfare, hotels, long-term lodging, rental vehicles, and ground transportation.
Research and coordinate appropriate travel and lodging arrangements in accordance with assignment requirements and company guidelines.
Prepare and communicate clear itineraries and travel information to providers and appropriate internal stakeholders.
Maintain accurate records of travel bookings, changes, cancellations, lodging arrangements, and other applicable travel documentation.
Monitor and respond to travel disruptions, cancellations, schedule changes, and other time-sensitive issues.
Coordinate modifications or alternative arrangements when provider travel or assignment needs change.
Communicate with providers, recruiters, clients, vendors, and internal departments to resolve travel-related questions or issues.
Provide responsive support to providers throughout their assignments as travel and logistical needs arise.

Team Collaboration & Administrative Support

Work closely with Accounting, Recruiting, Sales, and client contacts to research and resolve timekeeping, payroll documentation, and provider-support issues.
Assist other team members during peak payroll periods or periods of increased workload to ensure department deadlines and service expectations are met.
Participate in the development and maintenance of SOPs, checklists, trackers, and other process documentation.
Identify recurring issues, inefficiencies, and opportunities to improve timekeeping, travel, and administrative processes.
Participate in process improvement initiatives and departmental projects.
Support special projects and other administrative responsibilities based on business needs.

Qualifications

High school diploma or equivalent required; associate or bachelor's degree preferred.
Previous experience in timekeeping, travel coordination, administrative support, or a related environment preferred.
Exceptional attention to detail with the ability to review contracts, timesheets, approvals, and supporting documentation for accuracy and completeness.
Strong organizational and time-management skills with the ability to manage a portfolio of providers and multiple competing deadlines.
Strong customer-service skills and ability to communicate effectively with providers, clients, internal employees, and external stakeholders.
Excellent written and verbal communication skills.
Ability to proactively follow up on outstanding items and drive issues through resolution.
Strong problem-solving skills with the ability to research discrepancies and recognize when an issue requires escalation.
Ability to maintain professionalism and composure during time-sensitive payroll deadlines and urgent travel situations.
Proficiency with Microsoft Office, including Outlook and Excel; experience with timekeeping, or travel-management systems preferred.
Ability to work independently while collaborating effectively within a team-oriented environment.

Work Environment

This is a full-time, onsite position Monday through Friday. The role operates in a fast-paced, deadline-driven environment with workload fluctuating throughout the bi-weekly payroll cycle.
Coordinators regularly communicate with providers, clients, recruiters, and internal departments and must balance time-sensitive payroll requirements with ongoing provider travel and logistical needs.
Occasional urgent travel matters or provider needs may require flexibility outside of normal workflow priorities.

Perks and Benefits

Comprehensive Benefits: Medical, Dental, Vision, Life, and 401k with company match
Team-oriented, driven and positive corporate culture
Paid Holidays, PTO, Sick Days, etc.!

*Through our commitment to our core values, we have created an award-winning company culture. Therefore, our ideal candidate must embody those values.*

Our Core Values

Attitude – Believing is everything.
Sense of Urgency – We don’t stop until after the job is done.
Teamwork – We accomplish more together.
Accountability – To ourselves, team candidates and clients.
No Drama – Save the drama for your mama!
Driven to Win.

Awards and Recognitions

OC Business Journal Best Places to Work
Orange County Register Top Workplaces
Modern Healthcare Best Places to Work
Staffing Industry Analyst (SIA) Fastest-Growing Private Company (Top 50) and Best Places to Work
Inc. 5000 Fastest Growing Private Companies

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.
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