What are the responsibilities and job description for the Travel Coordinator position at Backroads Utah, Inc.?
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The Travel Coordinator is vital role within the scheduling team, this position supports Field Staff travel by working with our external travel vendor, providing travel support and budget information to Field Staff and monitoring costs on all travel spending. This position will also assist the scheduling team by managing travel reports and processes, and other administrative duties.
JOB DUTIES AND RESPONSIBILITIES:
Act as the primary email contact for Field Staff and Employees on day-to-day travel inquiries, flight change approvals, and policy clarifications.
Respond to general inquiries, including questions surrounding any global visa or compliance programs
Coordination of team inbox and response assignments
Support the administration and coordination of travel activities for staff, ensuring compliance with company policies.
Review Concur travel bookings for adherence to company policies and address policy violations or booking mistakes as needed.
Ensure Concur travel expenses are categorized in expense tracking system accurately and on time.
Process field staff travel deviations and accurately track reimbursements owed to Backroads for recovery.
Audit Field Staff schedules for missing or excess travel days, adding or removing travel days as needed.
Be the point of contact with our Canadian Travel insurance provider, also complete expense reporting for all Canadian field staff travel insurance.
Research and maintain field staff travel budget sheet, as needed.
Enter travel budgets into proprietary systems
Answer travel questions from field staff and business partners
Partner with our external travel vendor regarding field staff requests
Keep external travel agents up to date with changes in Backroads travel policy
QUALIFICATIONS SKILLS & EXPECTATIONS:
The ideal candidates will have unwavering attention to detail, strong organizational skills, and clear, kind and professional communication skills. They are problem solvers with sound judgement and decision-making skills. They are skilled at both empathizing and educating when communicating to Field Staff and other stakeholders. They should be able to recognize the impact that “scheduling” has both on Field Staff lives and the quality outcome for Backroads as a business.
1 to 2 years of previous administrative experience in a high paced environment or ability to learn.
Very strong written and verbal communication skills.
Exceptional attention to detail, strong organizational skills and rapid, accurate data entry ability.
Proficiency with MS Office, Excel, Outlook
Impeccable time management and prioritization skills
Quick learner & systems savvy.
Experience working in travel booking or booking travel
Friendly, helpful and upbeat personality with a strong desire to support fellow colleagues.
Ability to work effectively as part of a team and be able to self-direct and work autonomously.
