TRAVEL COORDINATOR - HYBRID

Job Description

Job Description

The candidate must reside in San Antonio or the direct surrounding area.

PRIMARY FUNCTION/RESPONSIBILTY

The Travel Coordinator is responsible for planning, organizing, and managing all travel and fleet related logistics for all program participants. This role ensures travel and fleet arrangements are cost-effective, efficient, and aligned with the organization’s mission, policies, and budget. The coordinator also supports event logistics, maintains vendor relationships, and ensures compliance with travel guidelines.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Arrange domestic travel, including flights, lodging, ground transportation, itineraries, and fleet reservations.
• Support travel and fleet logistics for field operations, conferences, and special events.
• Ensure all arrangements comply with organizational travel and fleet policies and budget constraints.
• Prepare and distribute detailed travel and fleet itineraries and relevant documentation.
• Maintain accurate travel and fleet records, reservations, and expense documents.
• Provide on-call support for travelers during active trips when needed.
• Ensure all travel meets safety standards and organizational risk-management guidelines.
• Stay updated on travel advisories, health requirements, and region-specific regulations.
• Assist with incident reporting and follow-up when travel disruptions or emergencies occur.
• Coordinate logistics for conferences, site visits, and field missions.
• Collaborate with program teams to support travel and fleet needs for program participants and partners.
• Manage group bookings and onsite logistics as needed.
• Performs other related duties as assigned.

QUALIFICATIONS

Required:

• Associate’s degree and at least two years of related experience required.
• Experience in travel coordination, administrative support, event planning, or related roles—nonprofit experience preferred.
• Strong organizational and time-management skills with high attention to detail.
• Excellent communication and customer-service skills.
• Ability to manage multiple priorities and work in fast-paced environments.
• Proficient with Microsoft Office Suite or related software.
• Advanced knowledge of Microsoft Excel and Outlook.

Preferred:

• Prior experience in a nonprofit, international development, or mission-driven environment.
• Knowledge of federal grant regulations (e.g., U.S. government per diem rules).

Certifications/Licenses/Registrations:

• Valid Texas Driver’s License, good driving record, ability to provide own transportation and proof of current automobile insurance.
• Pending trainings as required for position.

PHYSICAL/MENTAL REQUIREMENTS

• Body mobility to stoop, kneel, bend, reach, and walk (roll) short distances in order to operate equipment.
• Stamina to work long days and drive long distances.
• Moderate to heavy lifting up to 60 pounds.
• Must have the ability to communicate both verbally and in writing.
• Must have the ability to give and receive verbal and written instructions.
• Must have the ability to read fine print, have sustained vision, and peripheral vision.
• Environment requires dexterity to remain calm and adapt to fast paced and emotional environments consisting of children with moderate to severe emotional and psychological needs.
• Home-like settings with varying moderate to high degrees of background noise. 
• Light and ventilation are found in a typical home setting.
• Campuses are smoke-free, except on permitted campuses in designated areas.
• Possible injury when lifting or moving if employee fails to use proper body mechanics, or if proper techniques are not used.

DESCRIPTION OF ORGANIZATIONAL RELATIONSHIP/REPORTING RELATIONSHIPS

Supervised by: Travel Manager

Supervises: N/A