Job Description

Corporate Travel & Meetings Coordinator

We are looking for a Corporate Travel & Meetings Coordinator role within the Corporate Services Department. Seeking a detail-oriented and highly organized individual to assist with managing all aspects of the travel program as well as meeting sourcing and planning for our organization. The ideal candidate will also have exceptional communication and multitasking skills, with a strong focus on delivering support to Travel team and stakeholders. Candidate will also assist in managing both travel and meeting agreements partnering with business requesters on venue selection, provide analytics and regular reporting on travel and meeting spend.

Essential Duties and Responsibilities:

• Assist in developing, implementing, and maintaining corporate travel policies and procedures
• Assist with managing relationships with travel vendors, including airlines, hotels, car rental agencies, and travel management company
• Travel Helpdesk management; handle travel-related issues regarding online and offline booking processes and provide support to employees with professionalism and efficiency
• Ensure compliance with company travel policies and procedures while working with requesters
• Assist in management of airline credits and other travel accounts
• Ability to analyze travel and meeting spend data to identify trends and make recommendations on travel policies, meeting processes, and cost savings as well as prepare and deliver reports
• Act as SharePoint administrator for the Corporate Services and Travel departments - update SharePoint pages, create folders and libraries, if necessary
• Analyze options for corporate meetings and events to find optimal locations and venues, incorporating logistics and cost effectiveness
• Organize and coordinate internal meetings, conferences, offsite retreats, and special events with guest room arrangement, BEOs, and audio/visual needs
• Prepare meeting materials, agenda, and manage attendee communications, if necessary
• Serve as on-site or remote point of contact for logistical support during events and meetings
• Maintain accurate records of meetings expenses and prepare reports for finance or management review
• Provide daily backup receptionist support during breaktimes managing front desk functions, including answering phones, handling conference rooms requests, and other receptionist duties

Required Education:

• A High School Diploma or equivalent
• Associate's or Bachelor's degree in Business Administration, Hospitality, or related field preferred.

Required Qualifications:

• 0-2 years of experience in travel coordination, event planning, or executive assistant support.
• Familiarity with travel management systems (e.g. SAPConcur), expense systems and proficiency with Microsoft Office suite of applications.
• Excellent organizational, time management, and problem-solving skills
• Ability to work independently and as part of a team, handle multiple projects, and adapt in a fast paced environment
• Professional demeanor and strong interpersonal communication skills, with the ability to engage with clients and colleagues professionally and warmly

Working Conditions and Requirements:

• Occasional exposure to heat, cold, and other adverse weather conditions
• Work may include confined spaces and may require heavy lifting in excess of 75 lbs with or without assistance.
• Work in and around industrial and construction settings, which may include hazardous products, processes, materials, and chemicals, as well as extreme temperature conditions and loud machinery, and may require appropriate personal protective equipment (which may include, but may not be limited to, necessary respirators)
• Work on and around equipment and facilities that require knowledge of and adherence to safe work procedures and practices.
• Subject to callouts to respond to operational issues and emergencies after working hours, at night, and on weekends and holidays.
• Reliable attendance at work
• Occasional overnight travel may be required.

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