Travel Coordinator

Client Overview:

Our client is an international financial services firm that is seeking a Travel Coordinator for their Administrative Support team. This Travel Coordinator role is a highly technical position within a fast-paced environment requiring exceptional attention to detail and prior experience in booking complex business travel.

Salary/Hourly Rate: 

$37/hr - $40/hr

Position Overview:

The Travel Coordinator will work closely with a small team on the U.S. travel desk, managing a wide variety of travel arrangements, including domestic, international, multi-stop, group travel, hotels, car services, temporary housing, and full-family international relocations. The position also involves customer service for after-hours travel emergencies, visa procurement, itinerary creation, and coordination with travel vendors and internal employees. Prior industry experience and Portuguese fluency are strongly preferred.

Responsibilities of the Travel Coordinator:

• Create and maintain employee travel profiles including personal details, frequent flyer numbers, seat preferences, and addresses.
• Facilitate quotation and booking of all business travel directly with employees, ensuring excellent customer service.
• Coordinate travel bookings with external agencies for flights, hotels, rental cars, and car services.
• Research and quote travel options using Concur Solutions.
• Perform price comparisons for international flights between carriers and agencies.
• Ensure all travel complies with internal travel policies regarding cost, class of service, duration, and ground transportation.
• Obtain and document trip approvals from employees’ managers before booking.
• Maintain travel documents, profiles, booking records, and reporting spreadsheets.
• Create detailed travel itineraries.
• Manage corporate travel rewards programs, tracking and applying points to reduce travel costs.
• Provide support for travel-related issues, including flight changes, cancellations, and emergencies, both domestic and international.
• Coordinate employee and family relocations, including temporary housing and pet accommodation.
• Manage travel visa procurement, including documentation preparation and coordination with visa expeditor services.
• Manage relationships with external travel agencies, participate in service calls, annual reviews, and contract negotiations.
• Notify U.S. and international offices of visiting employees.
• Assist with month-end corporate card reconciliation processes.
• Provide backup reception and administrative support as needed.
• Support additional administrative tasks such as procurement, reporting, shipping, scheduling, events, and ad hoc projects. 

Required Experience/Skills for the Travel Coordinator:

• Minimum 2 years of experience booking business travel.
• Exceptional attention to detail.
• Strong customer service orientation.
• Ability to work independently and collaboratively in a team environment.
• Availability for after-hours and weekend support for travel emergencies.
• Ability to multitask and work effectively in a fast-paced environment.
• Proficiency in Microsoft Office applications.
• Strong organizational skills. 

Preferred Experience/Skills for the Travel Coordinator:

• Prior experience in the financial services or related industry.
• Fluency in Portuguese. 

Education Requirements: 

• Bachelor's degree is preferred.

Benefits: 

• Atrium Care Package available upon eligibility (including healthcare plans, discount programs, and paid time off).