Job Description

In this role, you will build and run a scalable travel framework, including policies, methodologies, processes and systems, that supports our global teams while keeping travel safe, compliant and within budget. You will combine hands-on travel operations with a strong drive to standardize, automate and continuously improve how we travel.

What you will do?

Travel Operations

• Plan and coordinate business trips for employees and guests end to end, including flights, hotels, car rentals, ground transportation and itineraries.
• Execute bookings and reservations directly or through travel agencies, optimizing for cost, routing and traveler needs.
• Manage and coordinate several travel agencies simultaneously, ensuring consistent service levels, pricing and responsiveness across all of them.
• Handle the issuance and renewal of passports, visas, invitation letters and other travel, security and immigration documentation.
• Support travel logistics for company events, customer visits, conferences and offsites.

Policy, Governance & Process

• Develop, implement and maintain the company’s travel and expense policies, procedures and methodologies.
• Ensure policy compliance, including pre-trip approval workflows, booking class and hotel caps, and advance-booking guidelines.
• Build scalable, well-documented processes that support the company’s growth across regions.
• Handle traveler personal data (passport details, visa information) confidentially and in line with data-protection requirements.

Vendor & Agency Management

• Manage relationships with travel agencies, airlines, hotels and car rental providers.
• Negotiate corporate rates and agreements, and monitor vendor performance against agreed service levels.
• Identify and drive cost-saving opportunities, such as preferred suppliers, volume deals and fare optimization.

Spend Management & Reporting

• Monitor travel spend against budget and provide periodic reports and analysis to Finance and department managers.
• Analyze travel data to identify trends, savings and policy deviations, and track key travel KPIs (e.g., spend, savings, compliance rate, booking lead time).
• Manage employee expense reports, ensuring accuracy, policy compliance and timely submission.
• Reconcile agency invoices and corporate card transactions, and support Finance with month-end close and accruals.

Systems & Process Automation

• Own and maintain travel and expense tools, including the travel management system (ComBtas), expense tools and supporting Excel files.
• Proactively identify manual processes and drive their automation, working with Finance and IT on system configuration, integrations and workflows.
• Train new and existing employees on travel policies and the travel management system.

Traveler Support & Duty of Care

• Serve as the main point of contact for travelers, including support for itinerary changes, cancellations and travel disruptions.
• Monitor travel risks and alerts, maintain traveler tracking, and coordinate emergency support when needed.
• Ensure travelers are covered by appropriate travel insurance and are briefed on destination requirements.

Requirements

What you will need?

• At least 5 years of experience in the travel industry, as a travel agent or travel coordinator, with experience in hi-tech companies.

• Hands-on experience with ComBtas.
• Proven experience managing several travel agencies simultaneously.
• Proven experience writing and implementing travel policies, procedures and methodologies.
• Strong process-automation orientation, with a track record of improving and automating manual processes.
• Strong understanding of international airline routing, fares and visa requirements.
• Excellent written and verbal communication skills in English.
• Advanced computer skills in MS Office, particularly Excel and Outlook.
• Strong analytical skills, with the ability to turn travel data into clear reports and insights.
• Excellent organizational skills and the ability to manage multiple tasks under tight deadlines and pressure.
• Service-oriented, with the ability to work effectively with all levels of the organization, including senior management.
• High level of discretion when handling confidential and personal information.
• Availability to support urgent travel issues outside regular working hours when needed.

Nice-to-Have

• Bachelor’s degree in Business Administration, Tourism, Finance or a related field.
• Experience with GDS platforms (e.g., Amadeus, Sabre).
• Experience with automation or workflow tools (e.g., Power Automate) and ERP or expense systems.
• Experience supporting a global, multi-site organization.
• Experience with vendor negotiation and corporate travel programs.

Position Intro

Earnix is the first AI company purpose-built for insurance decisioning, providing the industry with the intelligence, governance, and decisioning agility to drive profitable growth, improve resilience, and operate with speed and precision in a rapidly changing risk environment. A trusted provider of production-grade AI and decisioning technology, Earnix builds on more than 25 years of experience in artificial intelligence risk, pricing, rating, analytics, and decisioning. Earnix brings vertical AI into the workflows and decisions that shape insurance performance across insurers’ pricing, underwriting, claims, customer engagement, retention, and other insurers high-value insurance moments. Earnix’s AIOS enables insurers to orchestrate intelligence across the insurance decision lifecycle and drive governed, real-time decisions that deliver measurable business outcomes. Earnix is headquartered in Boston, MA and has been innovating for insurers and banks since 2001 with customers in over 35 countries across six continents and offices in the Americas, Europe, Asia Pacific, and Israel.