Travel Specialist

About Osler, Hoskin & Harcourt LLP

Osler, Hoskin & Harcourt LLP is recognized as one of Canada's premier business law firms, serving numerous leading domestic corporations as well as clients from the United States and internationally who have significant interests in Canada. The firm has an expansive presence with over 1,000 members across offices in Toronto, Montréal, Ottawa, Vancouver, Calgary, and New York.

Known for recruiting and retaining top talent in the legal sector, Osler offers a distinct culture that emphasizes mentoring and the exchange of ideas, making it an engaging environment for career growth or exploring new professional directions.

Role Summary

The Travel Specialist provides essential administrative support for Osler’s national travel program. This program handles travel coordination for lawyers and staff across all Canadian locations.

Primary Responsibilities

• Collaborate with the firm’s corporate travel agency to manage all aspects of travel arrangements for legal professionals, including bookings, issue resolution, platform maintenance, and purchasing flight passes.
• Responsively address travel-related queries from lawyers and staff.
• Administer onboarding and offboarding processes for lawyers within the travel booking system (Concur), ensuring legal assistants keep traveler profiles accurate and updated.
• Deliver training and advice to legal assistants regarding travel protocols and reservation procedures.
• Coordinate group travel logistics and reserve room blocks for firm retreats, meetings, and practice group events.
• Maintain regular communication with travel partners to resolve booking challenges, implement platform enhancements, and provide support for travel data reports.
• Proactively manage travel cancellations, alterations, and disruptions in cooperation with travel agents.
• Ensure adherence to the firm’s Travel and Expense Policies.
• Organize travel plans for business professionals beyond the legal team.
• Administer corporate travel points programs and oversee booking of approximately 200 trips annually for administrative personnel, covering accommodations and ground transportation, supported by the TAG team.
• Maintain the JETSET application to accurately store individual travel information.
• Update and manage the travel request tracking list, and monitor inquiries received via the Osler Travel mailbox.
• Communicate ongoing updates about the JETSET application, travel policies, advisories, and related industry changes to firm travelers.
• Collaborate with the Finance team to keep the Power BI dashboard current and deliver precise travel data analytics.
• Ensure travel program content on the OslerNET intranet remains relevant and updated.

Qualifications and Skills

• Possession of a university degree, college diploma, or equivalent relevant work experience is required.
• Bilingual proficiency in French and English, with strong verbal and written communication, is highly desirable.
• Proficient in Power BI, SharePoint, and Excel.
• Capable of managing multiple priorities effectively in a fast-paced environment.
• Experience within the travel industry is advantageous, including familiarity with flight passes, airline procedures, points-based travel programs, and hotel networks.

Work Arrangements

The role operates under a hybrid model, primarily onsite with flexibility to work remotely up to two days weekly.

Compensation

The annual salary range for this position is between $52,000 and $60,000, dependent upon experience, skills, education, and related qualifications.

Additional Information

Osler values diversity and inclusion and encourages applicants from varied backgrounds and abilities. Accommodation requests are welcomed at every stage of the hiring process.

Employment offers are contingent upon satisfactory background and reference checks, including criminal, credit, employment, and educational verifications.

Artificial intelligence tools are used during the recruitment process to assess applicants.