Job Description

Position Summary

Reporting to the Corporate Office Administrator and Corporate Treasurer, the Travel Coordinator is responsible for coordinating company employees' travel needs, including Headquarters (Reston, VA) and overseas offices. Schedules hotel, flight, and car rentals and prepares itineraries. The Travel Coordinator assists with American Express processing and other travel-related documentation. Ensures that travel needs are met within the constraints of the company travel budget. They will be responsible for reviewing travel expenses, processing accounts payable/receivable, ensuring American Express credit card statements include all proper backup documentation and management approvals, and filing and maintaining archives. In addition, the Travel Coordinator will liaison and negotiate with vendors for office supplies and office equipment. The incumbent is also responsible for the day-to-day operations for facilities, assisting the CEO with travel and related tasks, and is a backup to the reception area.

Responsibilities & Objectives

• Work closely with CEO and Corporate Treasurer in managing daily travel activities and related expenses
• Require that all travelers submit travel requests; receive travel authorizations from CEO and Corporate Treasurer
• Ensure that receipts from all travelers accompany all expense reports
• Coordinate complex travel arrangements for CEO and other travelers as assigned
• Work closely with company travel agent resulting in cost-cutting/best fares
• Reconcile American Express travel and miscellaneous charges as required
• Create and maintain accounting files and archives
• Work with building management on office-related issues, including repairs
• Maintain strict confidentiality of employee data and business activities
• Carry out occasional research duties for the CEO
• All other duties as assigned by the CEO and Corporate Treasurer

Qualifications

Education: Bachelor's degree.

Experience: Three to five years relevant experience supporting senior-level executives with a focus on international travel arrangements. A combination of education and experience will be acceptable.

Required Skills

• Fluency in English in written and spoken; fluency in Spanish or French is highly desirable.
• Strong interpersonal and communication skills.
• Must be reliable and flexible with schedule.
• Demonstrated proficiency in MS Office Suite.
• Must be detailed oriented and manage deadlines.
• Professional demeanor with the ability to work in a fast-paced environment.