Schedules and coordinates business travel for employees, consistent with organization policies and cost guidelines. Makes reservations for air travel, car rentals, overnight accommodations, etc. Notifies employees of completed arrangements and forwards itineraries, tickets and instructions. Performs related clerical duties and verifies accuracy of travel documentation and charges. Reconciles expense reports, process journal entries, vendor payments and all VISA applications. Utilizes an outside travel agency and/or an online reservation system to provide support to staff regarding travel, problem resolution and other responsibilities as necessary.
Accountabilities:
- Follows travel procedures in coordinating travel for company employees to ensure travel needs are met within the company’s travel budget.
- Process travel authorization forms, travel advances, and the distribution of checks and tickets for company personnel.
- Receives and process all domestic travel expense reports to properly reimburse employees and charge expenses to appropriate project/program.
- Resolves problems with travel expense reports and responds to questions from employees and staff.
- Coordinates with designated travel agency to track and process unused tickets and establishes procedures for refunded tickets.
- Submits weekly report of outstanding expense reports to the Travel Manager and sends email reminders to travelers.
- Performs other related duties as assigned.
- Process approved travel advances by check or wire transfer for clients.
- Researches discrepancies with journal entries for travel advance payments with accounting department.
- Prepares monthly reconciliations of master billings with airline charges, hotel charges, rental car charges, travel insurance and other travel related billings.
- Tracks and reports voided and refunded tickets from travel logs.
- Maintains travel database, process invoices, and assists with obtaining visas for employees if necessary.
- Serves as the liaison with airline, hotel, and rental car personnel to book travel arrangements and resolve discrepancies.
Problem Solving & Impact:
- Works on problems that are diverse in scope and require judgment in resolving or making recommendations.
- Exercises judgment within defined policies and procedures to obtain solutions and perform duties.
- Decisions made generally affect own job or specific functional area.
Supervision Given/Received:
- Has no supervisory responsibility.
- Receives instructions on new assignments.
- Typically reports to a Manager or Associate Director.
- Requires 4-6 years of travel coordination and administrative support experience.
- Native Sabre airline reservation experience required.
- Articulate, professional and able to communicate in a clear, positive manner with clients and staff.
- Must be able to read, write and speak fluent English; fluent in host country language.
- Prior experience in a non-governmental organization (NGO) preferred.
Typical Physical Demands:
- Typical office environment. Ability to sit and stand for extended periods of time; ability to lift 5-50 lbs.