Travel Coordinator

Examinetics

Full-time Non-agent travel job Overland Park, KS

Summary:

The Travel Coordinator is responsible for documenting processes, reporting, data entry, and coordinating travel needs for employees and executives. Provides optimal customer service to travelers while maintaining travel budgets. Provides guidance and assistance on complex and/or large travel requests. Evaluates travel vendors and provides performance results or ratings to management. Independent discretion must be used when making travel arrangements to ensure effective and efficient decisions are made. Tracks travel expenses using both internally generated and external reports provided by travel vendors and interprets/prepares summary documentation by providing information in the format and at the time requested by supervisory positions. Coordinates and relays information about travel reservations with/to management as well as with travelers and Customer Service Coordinators.  Contributes to the development of processes and procedures. Thorough knowledge of functional area under supervision.

Primary Responsibilities:

This Job Description may not include all of the duties assigned to the employee and may be updated and modified by the department supervisor, according to the operational dynamics and needs of the company.

  1. Provide support in the form of travel arrangements to all Examinetics employees.
  2. Insure employees and executives reach travel destinations on time and with the right accommodations.
  3. Responsible for making all air, hotel and vehicle travel reservations for employees with noted supervisory exceptions.
  4. Provide optimal customer service to travelers during hours of operations and after hours as needed.
  5. Work with Office Manager and/ or Client Service Coordinators to problem solve and coordinate most effective and efficient travel for field staff.
  6. Communicate travel arrangements and work with employees when coordinating travel. 
  7. Update and maintain travel management system.
  8. Obtain, retain, and review on a timely basis Corporate contracts with travel vendors and supervisor.
  9. Initiate/participate in the negotiation and structuring of corporate rates/fare reductions with vendors.
  10. Develop, document, and implement necessary policies and procedures to minimize travel expense.
  11. Communicate necessary changes or modifications to procedures to the appropriate parties.
  12. Evaluate/apply new technology and processes applicable to travel management.
  13. Perform other job-related duties as assigned.
Job Requirements:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education, Skills and Abilities:

  1. Bachelor’s degree or equivalent working experience.
  2. Minimum three (3) years’ experience in a travel coordinator role. 
  3. Experience with Concur preferred. However, experience with a travel ticketing system is a must.
  4. Customer centric focus is a must.
  5. Communicate clearly and consistently with all levels of staff verbally and through written communication.
  6. Ability to handle logistical changes while maintaining optimal customer service to internal customers.
  7. Ability to work in a team environment.
  8. Ability to prioritize and successfully complete job assignments.
  9. Ability to work independently with little supervision.
  10. High proficiency with computers (Excel, Word and database programs).
  11. Exceptional organizational, time management, problem solving and independent thinking skills.
  12. Ability to analyze and assess large amounts of information and data and determine the best course of action among numerous factors.

Certifications, Licenses, Registrations:

  1. None

Supervisory Responsibilities:

  1. None

Typical Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. Occasionally required to stand and walk.
  2. Frequently required to talk, hear, sit and use hands.
  3. Routine office duties, occasionally requiring moving or lifting up to 10 pounds.

Working Conditions:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

  1. The noise level in the work environment is usually low to moderate.
  2. Work in a typical office setting.