Travel & Scheduling Coordinator

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…