Travel Coordinator

Travel Coordinator

The Travel Coordinator is responsible for coordinating and overseeing business travel for Adistec team members through SAP Concur and the company's designated travel agency. The role serves as the primary liaison between Adistec, travelers, and the travel agency, ensuring travel requests, changes, urgent needs, and issues are addressed accurately and in a timely manner.

The position is also responsible for maintaining accurate travel information in SAP Concur, analyzing travel data, monitoring expenses and utilization trends, and preparing and distributing reports to country leaders to support visibility, planning, and decision-making.

This role requires strong coordination, analytical, and customer service skills to ensure an efficient and high-quality travel experience while supporting a high volume of travel activity across the organization.

*Must be located in Florida*

Key Responsibilities

• Oversee and coordinate corporate travel activities processed through SAP Concur Travel and the company's designated travel agency, including flights, & hotels.
• Serve as the primary point of contact between Adistec and the designated travel agency, managing escalations, service issues, travel changes, and other travel-related matters requiring additional support.
• Review travel alternatives and coordinate with the travel agency to identify more cost-effective options when appropriate, while considering business requirements and traveler needs.
• Manage and coordinate urgent and last-minute travel requests, changes, cancellations, and disruptions in a fast-paced, high-volume environment.
• Monitor active travel itineraries and work with the travel agency and travelers to resolve delays, cancellations, schedule changes, or other unforeseen circumstances.
• Review complex or frequently changing itineraries and coordinate appropriate solutions with the travel agency.
• Review travel arrangements and documentation for accuracy and completeness and follow up on discrepancies or required corrections.
• Manage and coordinate corporate travel insurance requirements and related processes.
• Monitor and reconcile travel activity and reports against Assist Card coverage to ensure appropriate travel insurance coordination.
• Provide travel and logistical support for corporate events, meetings, and other company initiatives.
• Serve as a key point of support for travelers, providing timely communication and assistance throughout the travel process and maintaining a high standard of customer service.
• Maintain accurate and up-to-date traveler profiles and travel-related information within SAP Concur.
• Analyze SAP Concur travel data, including travel volume, expenses, utilization, booking patterns, and other relevant metrics.
• Generate, analyze, and distribute travel utilization and expense reports to country leaders and other relevant stakeholders.
• Monitor travel spending and trends to identify cost-saving opportunities, unusual variances, and areas requiring further review.
• Identify opportunities to improve travel processes, policy compliance, traveler experience, and overall cost efficiency based on data analysis.
• Support additional projects, assignments, and responsibilities as requested or assigned based on business needs.

Qualifications

• Bachelor's degree in Business Administration, Tourism, Hospitality Management, or a related field (preferred)
• Minimum of 23 years of experience in travel coordination or similar roles.
• Experience working in fast-paced, high-volume environments (preferred).
• Experience preparing reports, analyzing travel data, and monitoring travel-related expenses and trends.
• Experience with SAP Concur or similar travel and expense management systems (required).
• Intermediate proficiency in Microsoft Office. (Required)
• Fully bilingual in English and Spanish (required).
• Portuguese proficiency is a plus.

Position Type and Expected Hours of Work

• This is a full-time position. Regular working hours are Monday through Friday, 9:00 a.m. to 6:00 p.m.
• Due to the nature of corporate travel operations, this position is also required to participate in weekend on-call coverage on Saturdays and Sundays to address urgent or time-sensitive travel matters. A company-issued mobile phone will be provided for this purpose.
• While on call, the employee is not required to remain at a specific location and may engage in personal activities but must remain reasonably accessible and respond to urgent travel-related matters as needed.
• Any time actually worked while on call must be accurately recorded and will be compensated in accordance with applicable federal, state, and local wage and hour laws and Company policy.
• Occasional work outside regular business hours may also be required based on business and travel needs.

Benefits Offered:

• Paid time off (Vacation, Personal Days and Sick days)
• Health insurance
• Dental insurance
• Vision Insurance
• Life insurance paid 100% by the company.
• 401k Match program

Additional Information: This position may require travel up to 25% of the time, both domestically and internationally, based on business needs.

EEO Statement

We are committed to equal employment opportunities regardless of race, color, genetic information, creed, religion, sex, sexual orientation, gender identity, lawful alien status, national origin, age, marital status, or protected veteran status. We support an inclusive workplace where associates excel based on personal merit, qualification, experience, ability, and job performance.