The KIM team invites applicants to apply for the following exciting opportunity!

Reporting to the designated Program Lead or Director, the Travel Coordinator is responsible for coordinating and booking air travel and related travel logistics for staff, clinicians, contractors, partners, and other approved travellers supporting programs and services across Keewatinohk Inniniw Minoayawin Inc. (KIM). This role supports KIM’s work with 23 northern Manitoba First Nation communities and assists programs such as Health Transformation, physician and specialist services, mental wellness, community health, and other emerging initiatives.

The Travel Coordinator works closely with program teams, community contacts, airlines, charter providers, accommodations, ground transportation providers, travel agencies, and funding partners to ensure travel is protected, timely, cost-effective, culturally respectful, and responsive to northern realities. The role requires strong judgement, attention to detail, confidentiality, and the ability to respond calmly to weather disruptions, cancelled flights, urgent program changes, and after-hours travel needs.

Candidates with roots to a northern First Nation community will be given preference.

The successful candidate will be responsible to:

- Coordinate travel arrangements for meetings, community engagements, clinics, outreach services, training sessions, leadership gatherings, and program implementation activities.
- Coordinate and book flights, charters, accommodations, ground transportation, and related travel arrangements for approved KIM program activities.
- Support travel needs across KIM programs and services, including Health Transformation, physician and specialist services, mental wellness, community health, mobile/outreach services, training, engagement, and other approved initiatives.
- Confirm travel requests are properly approved, coded, documented, and aligned with program budgets, funding requirements, and organizational policies before booking.
- Act as a central point of coordination between program staff, travellers, community contacts, airlines, charter companies, hotels, taxi providers, vehicle rental agencies, travel agencies, and other vendors.
- Develop and maintain current travel profiles, community travel notes, airline contacts, route information, accommodation options, costing, preferred vendors, and travel procedures for northern and remote communities.
- Prepare clear itineraries and travel confirmations for travellers and program teams, including flight times, connection details, baggage information, accommodations, ground transportation, emergency contacts, and community-specific instructions.
- Monitor travel changes, weather emergencies, airline notices, road conditions, and community access considerations that may affect scheduled travel.
- Maintain respectful and timely communication with First Nation communities and local contacts to support culturally safe, coordinated, and community-informed travel planning.
- Assist with reconciling travel invoices, receipts, purchase card records, expense claims, and vendor statements in collaboration with Finance and program teams.
- Identify recurring travel barriers, cost pressures, and service gaps and provide recommendations to improve travel coordination across KIM.

Scheduling, Booking, and Communication

- Receive, review, prioritize, and action travel requests from multiple KIM programs while balancing urgency, service continuity, funding requirements, and traveller needs.
- Book commercial flights, charter flights, accommodations, vehicle rentals, taxis, and other transportation arrangements in accordance with approved travel processes.
- Coordinate complex travel involving multiple travellers, multiple communities, connecting flights,



remote routes, and changing program schedules.
- Ensure travellers receive accurate, complete, and timely itinerary information and are promptly notified of cancellations, delays, schedule changes, or revised arrangements.
- Work with program teams to align travel with clinic dates, community engagements, outreach schedules, leadership meetings, training sessions, and service delivery needs.
- Maintain shared travel calendars, travel trackers, booking logs, and other tools used to support visibility, accountability, and coordination across programs.
- Provide after-hours travel support when urgent changes, cancellations, weather events, or emergency program needs require immediate rebooking or communication.
- Continually identify opportunities to improve travel workflows, reduce duplication, strengthen communication, and support safer and more efficient travel planning.

Issues Management

- Respond to immediate and emerging travel issues, including weather-related delays, cancelled flights, missed connections, unavailable accommodations, urgent staffing changes, community access disruptions, environmental emergencies, and other circumstances affecting program travel.
- Rebook flights, charters, accommodations, and ground transportation quickly and accurately to support service continuity and minimize disruption to KIM programs and communities.
- Escalate urgent travel, safety, financial, or operational issues to the appropriate program lead, director, manager, or designate.
- Maintain up-to-date knowledge of travel routes, airline schedules, charter options, seasonal access considerations, community-specific logistics, and northern travel realities.
- Document travel disruptions, decisions, communications, and revised arrangements to support accountability, reporting, and future planning.

Records Management

- Maintain accurate travel records, including travel requests, approvals, itineraries, invoices, receipts, cancellations, credits, unused tickets, and booking confirmations.
- Track travel costs by program, community, traveller, vendor, and funding source as required for reporting, reconciliation, and budget monitoring.
- Prepare and submit travel documentation, expense information, reimbursement materials, and supporting records in accordance with KIM policies and funder requirements.
- Maintain organized electronic and paper files so travel information can be retrieved quickly for program, finance, audit, and reporting purposes.
- Protect confidential information and ensure travel records are handled with accuracy, discretion, and appropriate privacy safeguards.

Safety and Organizational Responsibilities

- Plan and manage duties in order of priority while responding to urgent travel changes and competing program needs.
- Participate in mandatory training programs, including privacy, occupational health and safety, quality improvement, respectful workplace, and any other training required by KIM.
- Follow organizational travel, finance, procurement, safety, and approval processes.
- May be required to perform other duties and functions related to this job description that do not exceed the stated skills and capabilities.

The successful candidate will possess the following qualifications:

- A combination of education and experience in administration, travel coordination, logistics, office administration, business administration, hospitality,



or a related field is required.
- Completion of a certificate, diploma, or formal training in office administration, travel and tourism, logistics, project coordination, or a related discipline is considered an asset.
- Experience booking and coordinating flights, accommodations, ground transportation, and complex itineraries is required.
- Experience coordinating travel for multiple programs, teams, communities, or travellers with competing priorities is strongly preferred.
- Experience working with northern Manitoba communities, First Nation communities, remote travel, medical travel, or health service delivery is considered an asset.
- Experience working with airlines, charter companies, hotels, vehicle rental agencies, taxi providers, travel agencies, and other travel vendors is considered an asset.
- Experience maintaining booking records, expense documentation, invoices, travel trackers, and reconciliation materials is required.
- Experience in a healthcare, non-profit, First Nations, Indigenous, or public sector setting is considered an asset.
- Knowledge of northern Manitoba geography, remote travel realities, First Nation communities, and Indigenous cultures is considered an asset.
- Strong organizational skills with the ability to manage multiple travel requests, deadlines, cancellations, and urgent changes at the same time.
- Excellent interpersonal, verbal, and written communication skills.
- High attention to detail and ability to confirm names, dates, destinations, routing, costs, approvals, and itinerary information accurately.
- Ability to work independently, take initiative, use sound judgement, and solve problems in time-sensitive situations.
- Ability to communicate with tact, diplomacy, cultural humility, and professionalism when working with communities, travellers, vendors, and internal teams.
- Ability to maintain confidentiality and handle personal, financial, and travel information appropriately.
- Proficiency in Microsoft Office applications, including Outlook, Word, Excel, Teams, SharePoint, and related booking, tracking, and communication tools.
- Ability to build and maintain strong vendor relationships while supporting cost-effective and reliable travel solutions.
- Ability to remain calm, respectful, and solutions-focused during urgent travel disruptions or high-pressure situations.

The following are considered conditions of employment:

- Must be able to work overtime when required and be available for urgent after-hours travel issues, including cancellations, rebookings, and weather-related disruptions.
- Satisfactory criminal record, vulnerable persons, and child abuse registry checks will be required.
- Maintain confidentiality, professionalism, and required privacy training.
- Possess a valid Class 5 driver’s licence or have access to reliable transportation when required for work-related duties.
- Ability to occasionally travel to northern Manitoba communities, including by air, boat, and land, as required.
- Employee must be eligible to work in Canada.

KIM offers eligible employees a highly competitive and comprehensive benefits package, complemented by participation in the Healthcare Employees’ Pension Plan (HEPP)—a defined benefit pension plan that provides predictable, secure monthly retirement income based on earnings and years of credited service, with employer-matched contributions.

Established in December 2019, Keewatinohk Inniniw Minoayawin (KIM) is a northern First Nations-led aggregate health organization that will work to transform health and wellness services and improve health outcomes for First Nations people.

We offer a competitive compensation and benefits structure, and opportunity for advancement.

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📌 Job Posting – Travel Coordinator (Winnipeg)
🏢 Manitoba Keewatinowi Okimakanak
📍 Winnipeg