Global Project Support

Job Description

The Global Project Support manages all employee travel, lodging, payroll-related travel documentation, job-site badging, and permits support for Gallo

Mechanical. This role serves as a trusted employee advocate for all things travel related - ensuring accommodations meet safety and compliance standards, policies are applied consistently, and field employees receive responsive, high-touch support around the clock.

KEY RESPONSIBILITIES

Travel & Lodging Management

• Book and manage all employee travel (flights, rental vehicles, ground transportation) and short- and long-term lodging, including hotel credit card authorizations and direct billing arrangements.
• Coordinate long-term housing through third party managers, including lease execution, extensions, and move-out requirements.
• Compare and negotiate rates with all vendors; request volume pricing and corporate discounts.
• Relay clear itineraries and check-in/out details to employees via email, text, and phone - including after-hours communications for urgent or emergency travel needs.
• Address employee lodging concerns directly or escalate to management and HR; conduct periodic housing check-ins to verify safe and acceptable conditions.

Cost Management & Financial Accountability

• Manage the travel and lodging budget; produce weekly/monthly job cost reports for Project Executives and department leadership.
• Reconcile expenses, resolve billing disputes, and partner with Accounts Payable on invoice approvals.
• Ensure per diem administration complies with IRS guidelines and company policy in coordination with Payroll.

Payroll, Badging & Permit Support

• Perform time entry; communicate travel agreements, per diem changes, and special pay arrangements to Payroll.
• Coordinate job-site badging with employees, Safety, Occupational Medicine, and GC/Owner contacts; maintain a badge tracker with renewal dates.
• Process permit payments, upload placards to Procore, troubleshoot kicked-back permits with jurisdictions, and track permit progress to avoid close-out delays.

Vendor, Contract & Document Management

• Negotiate and maintain master service agreements with hotels, corporate housing providers, and transportation vendors; maintain a vendor performance scorecard.
• Maintain organized, audit-ready records in Egnyte including travel agreements, expense documentation, contracts, and correspondence.
• Source and vet vendors in new markets as Gallo Mechanical expands to new project regions.

Interdepartmental Communication & Employee Advocacy

• Serve as the communication hub across HR, Payroll, Accounts Payable, Safety, and Project Management on all travel-related matters.
• Engage employees with empathy, discretion, and an understanding of the personal impact of extended field assignments.
• Connect employees to HR or EAP resources when concerns extend beyond travel logistics.

QUALIFICATIONS

Education & Experience

• High school diploma required; associate's or bachelor's degree in Business or Hospitality preferred.

Skills & Tools

• Highly organized, detail-oriented, and proactive - with the confidence to resolve issues directly with vendors, jurisdictions, and employees.
• Strong negotiation skills; relationship-oriented approach with hotels, housing vendors, permit offices, and other recurring contacts.
• Interpersonal skills: empathetic, discreet, and professional across all employee levels.
• Proficient in MS Outlook, Excel; working knowledge of Ramp, Egnyte, HH2, and Procore a plus.
• Knowledge of IRS per diem guidelines, travel reimbursement compliance, and expense audit practices.

WORKING CONDITIONS

• Office-based with after-hours availability required for employee travel emergencies and urgent housing needs.
• On-call availability evenings, weekends, and holidays on a rotational basis.
• Handles sensitive employee information; strict confidentiality required per HR and company privacy standards.

About Gallo Mechanical

Founded in 1945, Gallo Mechanical is a premier mechanical construction and service provider headquartered in New Orleans, bringing more than 80 years of experience delivering mission-critical HVAC and plumbing solutions across the Southeastern United States-from Houston to the Carolinas. Guided by its values of family, service, and performance, Gallo maintains an unwavering commitment to its people and proudly serves healthcare, hospitality, education, industrial, and high-tech markets with a strong focus on safety, quality, and customer satisfaction.

Inclusive Employer

Our number one focus will always be our people. Gallo Mechanical welcomes employees from varied backgrounds and walks of life, and it's reflected in our diverse community. Gallo Mechanical is proud to be an equal opportunity employer and is committed to administering personnel actions, including hiring, training, promoting and compensating its employees, without regard to race, color, religion, sex, sex stereotyping, pregnancy (which includes pregnancy, childbirth, and medical conditions related to pregnancy, childbirth, or breastfeeding), gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, citizenship status, sexual orientation, genetic information, or any other status protected by applicable law.

In compliance with Federal and State equal employment opportunity laws, qualified applicants are considered for all positions without regard to race, color, religion, sex, national origin, age, marital status, veteran status, non-job related disability, or any other protected group status.

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