Travel Specialist Full Time

Osler, Hoskin & Harcourt LLP is one of Canada’s leading business law firms. Advising many of Canada’s corporate leaders, as well as U.S. and international parties with extensive interest in Canada, our more than 1,000 firm members are based in offices in Toronto, Montréal, Ottawa, Vancouver, Calgary and New York.

Osler prides itself on attracting and maintaining some of the brightest talent in the legal arena. Our lawyers, students, management and staff have created a unique firm culture which nurtures mentoring and the exchange of ideas. Osler is a dynamic and exciting place to further your career or carve out a new path.

The Travel Specialist will provide administrative support to Osler’s national travel program. The program is responsible for the coordination of travel services for lawyers and staff in all Canadian offices.

This job posting is for an existing vacancy.

Major Responsibilities:

Legal Professional Travel

• Coordinate with the firm’s corporate travel agency on all aspects of travel for legal professionals, including bookings, issue resolution, platform updates, and the purchase of flight passes
• Respond promptly to travel-related inquiries from legal professionals
• Manage onboarding and offboarding of lawyers within the travel booking platform (Concur), ensuring legal assistants maintain accurate and up-to-date traveler profiles
• Provide training and guidance to legal assistants on firm travel processes and booking procedures
• Oversee and coordinate group travel and room block bookings for firm retreats, meetings, and practice group events
• Liaise regularly with travel partners to address booking issues, implement platform updates, and support travel data reporting
• Proactively manage cancellations, changes, and other travel disruptions in collaboration with travel agents
• Ensure compliance with the firm’s Travel and Expense Policy

Administrative Travel

• Coordinate travel arrangements for business professionals across the firm
• Administer corporate travel points programs
• Book travel (approximately 200 trips annually) for administrative staff using the firm’s points programs, including accommodations and ground transportation, with backup support from the TAG team
• Maintain the JETSET application, ensuring accurate storage of personal travel information
• Manage and update the travel request tracking list
• Monitor and respond to inquiries in the Osler Travel mailbox

Communications, Data Analytics & Reporting

• Deliver ongoing communication to firm travelers regarding the JETSET application, travel policies, advisories, and relevant industry updates or process changes
• Maintain and update the Power BI dashboard in collaboration with the Finance team to ensure accurate and timely travel data reporting
• Ensure the OslerNET page remains current with relevant travel program information and resources

Position Requirements:

Education and Experience

This position requires a university degree, college diploma, or relevant work experiences. An equivalent combination of education, training and experience may be acceptable.

Knowledge and Skills

• Bilingual (French and English) with strong written and verbal communication skills is considered a strong asset.
• Must have strong knowledge of Power BI, SharePoint, and Excel
• Ability to manage competing priorities in a fast-paced environment
• Travel industry experience is an asset, including knowledge of flight passes, airline processes, points-based travel, and hotel networks

We are currently working in a hybrid work arrangement, which includes a requirement to work primarily in the office and flexibility to work remotely up to 2 days per week.

Compensation

The range of expected compensation for this position is $52,000 – $60,000 annually. Compensation offered will be based on a variety of factors including job-related knowledge, education, skills and experience.

Accessibility and Accommodation

We thank all applicants for their interest in Osler; however, only chosen applicants will be contacted. Osler is committed to fostering a diverse and inclusive work environment, and we welcome and encourage applications from people with disabilities and people with diverse backgrounds, identities, and cultures. Accommodations are available upon request for candidates in all phases of the selection process.

Background and Reference Checks

Please note that any offer of employment will be conditional upon background and reference checks, including a criminal record check, credit check, and employment and educational verifications.

If you have the required background with the ability to provide exceptional customer service and wish to work in one of Canada’s leading law firms, please reply in confidence with a cover letter and résumé by the closing date.

Please note that we use artificial intelligence to screen, assess or select applicants for the position.