Travel and Expense Coordinator

Description

The Travel and Expense Coordinator is the primary point of contact for all travel and expense coordination in the firm. This role is part of the larger firm-wide administrative team which all work to support each other as necessary. The Travel and Expense Coordinator supports our staff in all offices - Portland and Bend, Oregon; Bozeman, Montana; and remotely located staff. This position requires attendance in the Portland office Monday through Friday.

Responsibilities

• Be the subject matter expert on the firm's existing travel and expense policy and recommend updates as necessary.
• Arrange business travel for employees, including flights, accommodations, transportation, conferences, and other necessary arrangements.
• Ensure all travel arrangements are accurate, complete, and aligned with the travel and expense policy while incorporating travelers' preferences and requirements to the extent possible.
• Assist employees in resolving any travel-related issues or emergencies, including flight cancellations, missed connections, lost luggage, etc.
• Obtain approval from leadership for travel requests and expenses that may require a divergence from established policy.
• Advise travelers of travel and expense policies and any need for specialized travel documents such as visas or passports.
• Review expense reports for coding accuracy, receipt documentation, and policy compliance.
• Input corporate credit card expense transactions to ensure timely and proper recordkeeping.
• Identify and investigate missing receipts for corporate credit card transactions.
• Communicate and coordinate with corporate cardholders effectively to ensure deadlines are met.
• Maintain and update a database of employee travel profiles, including preferences, frequent flyer accounts, passport details, and other relevant information.
• Stay up to date with industry trends, travel regulations, and emerging technologies to continuously enhance the travel management process.
• Provide administrative support to firm leadership by facilitating monthly expense report entry, architectural license management, and additional tasks as needed.

Qualifications

• At least 2 years of experience in an office administration role, preferably in travel coordination.
• Strong verbal and written communication skills, including the ability to interact and work well across all levels of the organization.
• Highly collaborative with strong interpersonal skills.
• Outstanding time management skills and the ability to be flexible.
• Exceptional organizational skills with an ability to think proactively and prioritize.
• Excellent decision-making skills with the ability to assess multiple options and to identify the best choice to serve a specified goal.
• A minimum of three references preferred.

To Apply

For consideration, please submit a cover letter and resume.

About Hennebery Eddy

Headquartered in Portland, Oregon, we serve clients throughout the West with additional locations in Bend, Oregon, and Bozeman, Montana. Hennebery Eddy was named the 2018 firm of the year by the AIA Northwest & Pacific Region are also recognized as a JUST Organization through the International Living Future Institute, reflective of the firm's long-standing commitment to equity and social justice. Visit www.henneberyeddy.com to learn more.

Benefits

Hennebery Eddy offers a comprehensive benefits package including but not limited to competitive health plan options, flexible paid time off, monthly cell phone stipend, paid volunteering days, a community service scholarship, a sabbatical program, and reimbursements for professional development, licensure, and certification.

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire.

Hennebery Eddy Architects, Inc., is an Equal Opportunity Employer, including Veterans and Disabled.

Salary : $55,000 - $70,000