Corporate Travel and Event Coordinator

Job Summary:

The Corporate Travel and Event Coordinator will arrange business travel for employees, identifying the most cost-effective and efficient travel arrangements and making necessary reservations for accommodations.

Duties/Responsibilities:

Travel Coordinator duties:

• Researches and compares available travel and hotel accommodations to identify the best available option for each travel need.
• Communicate with travel agencies and other relevant event vendors to facilitate travel and event arrangements (catering, flights, meeting spaces, hotels, A/V equipment).
• Create and maintain a database for employee travel data such as corporate credit cards, reward numbers, frequent flyers, etc.
• Make all arrangements and reservations as requested, within approved platforms (i.e. National/Enterprise Rental, Alask BiZ, Southwest).
• Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff.
• Advises travelers of and assists with any need for specialized travel documents such as visas or passports, if needed.
• Document and obtain all paperwork related to travel expenses from all travelers (i.e. receipts).
• Review and submit final travel expense documentation.
• Create and provide training on Travel Policies and procedures required for travel reimbursement.
• Ensure all travel arrangements comply with company policies and budget constraints.

Event Coordinator duties:

• Consults with Director of Business Operations to assess and understand corporate event needs to include meeting rooms, convention halls, ballrooms, hospitality suites, hotel rooms, catering, signage, programs, music, AV needs, security, display areas, and other specialized requirements.
• Develops and maintains current lists of available venues and services, and pricing options.
• Compiles price lists and provides details to the Director of Business Operations for services, dates, times, and spaces for specific events.
• Consults with Director of Business Operations and coordinates with staff to plan and develop event schedule, topics, and featured speakers.
• Ensures that events meet legal, safety, and health requirements and regulations; obtains necessary permits from fire and health departments.
• Coordinates registration process for event participants.
• Manages all administrative duties and details associated with the event including financial operations, distribution of promotional materials, and responding to inquiries.
• Draft meeting and event agendas for supervisor approval.

Other:

• Performs other related duties as assigned.
• Laptop will be provided but must have access to a personal phone with an adequate phone service plan.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong working knowledge of the travel industry.
• Excellent decision-making skills with the ability to assess multiple options and to identify the best choice to serve a specified goal.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.
• Must possess excellent relationship building skills.
• Must be a U.S. Citizen
• Familiarity with DCAA Compliance preferred

Education and Experience:

• High school diploma required; some higher education preferred.
• 1-2 years of previous training and experience in travel or event coordination or related field (executive assistant).

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.