Travel & Administrative Coordinator

Position Summary The Travel & Administrative Coordinator is responsible for managing the company’s business travel program while providing professional front-office and administrative support. Approximately 65% of this position is dedicated to coordinating and booking employee travel, with the remaining 35% focused on receptionist and general administrative responsibilities. The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple time-sensitive requests. This individual will serve as the primary point of contact for employee travel and will also create a professional, welcoming experience for employees, visitors, vendors, and callers. Essential Duties And Responsibilities Travel Coordination — Approximately 65% Manage employee business travel from initial request through final confirmation. Book airfare, hotels, rental vehicles, and other transportation in accordance with company policy, approved budgets, and traveler needs. Review travel requests for completeness, accuracy, appropriate approvals, and compliance with company guidelines. Compare available travel options to secure cost-effective arrangements while balancing schedule, safety, and operational requirements. Monitor upcoming events and travel dates to ensure arrangements are completed and communicated within established deadlines. Provide travelers with complete itineraries, confirmation numbers, cancellation policies, and other relevant information. Maintain accurate and current travel records in the company’s travel request system, tracking tools, and shared files. Coordinate group travel, rooming lists, event hotels, shared rental vehicles, and other travel logistics as needed. Respond promptly to urgent travel issues, including cancellations, missed connections, hotel problems, vehicle rental issues, and last-minute itinerary changes. Communicate regularly with travelers and management regarding booking status, delays, exceptions, costs, and unresolved issues. Escalate issues promptly when additional authority, assistance, or approval is required. Track unused airline tickets, travel credits, cancellations, refunds, hotel deposits, and other recoverable travel funds. Review travel charges and assist with credit card reconciliation, billing questions, supporting documentation, and dispute resolution. Develop and maintain productive relationships with airlines, hotels, rental car companies, travel platforms, and other vendors. Identify cost‑saving opportunities and recommend improvements to travel policies, booking procedures, systems, and reporting. Maintain confidentiality when handling employee information, travel schedules, payment information, and company records. Provide limited after‑hours assistance for urgent travel issues when employees are actively traveling or departing within an established emergency window. Receptionist and Administrative Support — Approximately 35% Greet visitors professionally and notify the appropriate employee of their arrival. Answer, screen, and route incoming telephone calls. Monitor general company email inboxes and direct inquiries to the appropriate department. Receive, sort, and distribute incoming mail, deliveries, and packages. Coordinate outgoing mail, shipping, and courier services as needed. Maintain the reception area, conference rooms, and shared administrative spaces in a professional and organized condition. Schedule meetings and assist with conference room coordination. Order and maintain office, kitchen, and general administrative supplies. Assist with filing, scanning, copying, data entry, document preparation, and record maintenance. Support employee meetings, company events, onboarding activities, and other administrative projects. Provide general administrative assistance to Finance, Human Resources, and company leadership as assigned. Serve as a dependable point of contact for routine employee and visitor questions. Perform other duties and special projects consistent with the position’s responsibilities. Performance Expectations Accurate bookings with traveler names, dates, destinations, and event details verified before purchase. Timely completion of travel requests based on company-established service standards. Clear and proactive communication with travelers, managers, and other stakeholders. Immediate attention to urgent or time‑sensitive travel problems. Prompt escalation when an issue cannot be resolved independently. Compliance with company travel policies, approval requirements, and spending thresholds. Complete and accurate documentation of reservations, changes, cancellations, credits, and refunds. Professional and courteous service to employees, visitors, vendors, and callers. Consistent follow-through and ownership of assignments through final resolution. Required Qualifications High school diploma or equivalent required; associate or bachelor’s degree preferred. Strong organizational skills and attention to detail. Ability to prioritize multiple requests and meet firm deadlines in a fast-paced environment. Strong written and verbal communication skills. Professional judgment and discretion when handling confidential information. Strong customer-service and problem‑solving skills. Proficiency with Microsoft Outlook, Excel, Word, and other standard office applications. Ability to learn and accurately maintain company travel, expense, and administrative systems. Ability to work independently, take initiative, and seek assistance before an issue becomes urgent. Preferred Qualifications Experience coordinating travel for multiple employees, departments, or events. Experience with group travel, hotel room blocks, rental vehicle coordination, or event-based travel. Familiarity with corporate travel policies, traveler profiles, loyalty programs, airline credits, and expense reconciliation. Experience supporting a front desk or performing receptionist duties. Experience working in a high-volume, deadline-driven environment. Work Environment And Physical Requirements This position is primarily performed in an office environment. The employee must be able to remain at the reception area during assigned coverage periods. The role requires frequent computer and telephone use. The employee may occasionally be required to lift or move office supplies and packages weighing up to 25 pounds. Reliable attendance and punctuality are essential. Occasional schedule flexibility may be required to support urgent employee travel needs. This job description is intended to describe the general nature and level of work performed in this position. It is not an exhaustive list of all responsibilities, duties, qualifications, or working conditions. Responsibilities may be modified based on the needs of the business. #J-18808-Ljbffr World Racing Group