Travel Coordinator

Job Description

Job Description

Job Summary

The Travel Coordinator supports company operations and project execution by managing purchasing activities, coordinating employee travel logistics, and maintaining vendor and logistics relationships. This role administers vendor contracts, manages logistics and travel platforms, and supports cost control initiatives by identifying opportunities to improve efficiency and reduce expenses. The position requires strong organizational skills, attention to detail, effective vendor coordination, customer service approach, and the ability to respond to time-sensitive needs in a fast-paced, project-driven environment.

This role is open to both full-time and part-time candidates. We will work with qualified applicants to structure a schedule that fits their availability, while ensuring consistent coverage for core procurement, logistics, and travel-coordination needs.

Schedule Options

Full-Time:

• Hybrid role with office hours Monday–Thursday, 7:30 AM – 5:00 PM
• Friday office hours, 7:30 AM – 2:30 PM
• Flexibility for office hours will be considered

• Full weekend on-call coverage on a rotational schedule, at least two weekends per month
• Stipend: $200 for weekend coverage, plus pay for hours actually worked

Key Responsibilities

Weekend & After-Hours Coverage

• Provide on-call or scheduled weekend and after-hours coverage to support urgent travel, logistics, or procurement needs related to active projects
• Respond to time-sensitive travel changes, cancellations, or emergency logistics requests outside of standard business hours
• Coordinate with Operations and Project Management to ensure continuity of logistics support during weekends or critical project milestones
• Accurately track all hours worked outside of standard business hours in accordance with company timekeeping and overtime policies

Logistics & Travel Coordination

• Coordinate and book domestic and international travel for employees and contractors, including flights, lodging, and ground transportation
• Manage logistics platforms and travel booking tools to ensure accurate and efficient use
• Resolve travel and logistics issues, changes, or disruptions as they arise
• Maintain organized travel itineraries and logistics records

Cost Control & Efficiency

• Monitor procurement and logistics expenses to identify trends and cost-saving opportunities
• Assist in evaluating vendor pricing, service levels, and alternative options
• Recommend process improvements and efficiencies related to procurement, logistics, and travel activities
• Support cost-saving initiatives while maintaining service quality and operational continuity

Operational & Audit Support

• Coordinate with Project Managers, Accounting, and Operations to support purchasing and logistics needs
• Maintain organized documentation to support audits, reporting, and timely billing by Accounts Receivable
• Assist with reporting related to procurement, vendor activity, and travel costs

Key Competencies

• Strong organizational and multitasking skills
• Vendor and stakeholder relationship management
• Attention to detail and accuracy
• Cost awareness and analytical thinking
• Procurement, travel, and logistics platform proficiency
• Problem solving and issue resolution
• Clear written and verbal communication
• Integrity, accountability, and reliability

Education & Experience

• Minimum of Associate degree. Bachelor degree preferred.
• 2+ years of experience hands-on corporate travel and expense experience 
• Corporate T&E systems such as Concur, Perk, Navan, Egencia, or similar
• Complex international bookings, changes, cancellations, credits, refunds
• Expense auditing, invoice reconciliation, and working with travel vendors
• Process improvement
• Proficiency in Excel and standard office systems
• Experience in customer service is a plus
  
• Experience with Visas is a plus