What are the responsibilities and job description for the Travel & Expense Coordinator position at QuintEvents?
About Quint
Quint is the industry-leading provider of official ticket and hospitality packages for top-tier sports and entertainment events. Based in Charlotte, North Carolina and with a presence in six countries and partnerships across over 90 events like Formula 1, NBA, and the Kentucky Derby, our team delivers unforgettable experiences through cutting-edge technology and operational excellence.
About the Role
We’re looking for a motivated and detail-oriented Travel and Expense Coordinator to join our Event Operations team. In this role, you’ll help support day-to-day administrative, travel, and expense-related tasks. You’ll work closely with team members to ensure accuracy in reporting and assist with logistics related to events and company processes with a focus on proactively identifying areas for improvement and ensuring the efficient execution of reporting tasks.
Achieving this will require:
- Self-driven curiosity and initiative to learn our department, company, and event intricacies as well as existing systems, technology, and processes
- Thriving in an ever-changing, collaborative, team environment
- Proactively establish, cultivate and maintain relationships with key stakeholders to enhance collaboration and achieve goals
- Support relationship building that aligns with the company’s strategic goals and work collaboratively with other teams to capitalize on these opportunities
- Manage multiple projects and responsibilities simultaneously without compromising on quality or deadlines
This is a great opportunity for someone eager to grow in an operations role in a collaborative and fast-paced environment.
Process & Administrative Support
- Assist in identifying small improvements in workflows and share ideas with your team lead
- Help update and organize documentation and reports to support team efficiency
- Support the roll-out of new tools and processes by helping with training sessions and creating how-to materials
- Take meeting notes and share summaries with the team as needed
Reporting & Data Entry
- Help gather and compile information for reports used by the Accounting and Operations teams
- Assist with maintaining reports related to shipping (DHL, FedEx, UPS), expenses, and travel
- Update and send out reminders for the expense tracker to ensure expenses are reported on time
Platform & Task Management
- Support the use of platforms like Yooz, Genuity, and Trello by helping to track and assign tasks, and by learning how these systems support the team’s workflow
- Help maintain digital forms and calendars related to event approvals and non-operational travel
Travel Support
- Assist with flight booking logistics alongside the Sr. Travel and Expense Manager
- Help manage non-operational travel requests and ensure forms are completed and up to date
Surveys & Event Feedback
- Send post-event surveys and help collect and organize responses for further analysis
What We’re Looking For
Qualifications
- Bachelor’s degree in Business Administration, Hospitality, Event Management, or a related field (or relevant internship/experience)
- Strong organizational skills and an eagerness to learn and grow
- Comfortable with Microsoft Office (especially Excel and Word); willing to learn new platforms and tools
Interpersonal Skills
- A team player who is proactive and attentive to details
- Strong communication and time-management skills
- Ability to handle multiple tasks while staying organized and meeting deadlines
Additional Information
- This is a full-time, in-person role based in Charlotte, NC
- Must be eligible to work in the U.S.
- Some light lifting may be required (up to 30 lbs)
Salary : $45,000 - $47,000
