Travel Coordinator

Role:

The travel coordinator makes travel arrangements for employees and crew and provides administrative assistance to labor coordinators.

Essential Functions & Responsibilities

• Makes travel arrangements for employees and crew including airfare, hotel, and transportation bookings.
• Negotiates rates with vendors to ensure cost-effective travel solutions.
• Ensures compliance with travel policies and procedures.
• Creates detailed itineraries for all travel arrangements.
• Maintains accurate travel records and reports.
• Assists in communicating corrections needed to dates/times/positions in the system labor module.
• Assists with other administrative duties as needed.
• Reconciles POs for Corp MasterCard Expenses.
• Ensures Freelance information is up to date in the system.
• Supports labor coordinators within CTUS.
• Provides DocuSign links to expedite new hire/rehire paperwork.
• Provides DocuSign links to set up Accounts Payable information for Independent Contractors (includes invoicing requirements).
• Reviews timesheets in the time and attendance system to ensure the crew has inputted their hours.
• Forwards timesheets to Project Managers for approval.
• Assists in reconciling independent contractor invoices.
• Forwards audited invoices from Labor Coordinators to AP for final payment.
• Assists in collecting invoices from all independent contractors as soon as possible after the event.
• Assists in confirming call times when needed.

Knowledge, Skills and Abilities

Experience - 1 year coordinating travel or similar, staffing experience helpful.

Education - AA Degree in office management or on the job training.

Interpersonal Skills - Provides friendly, professional and prompt customer service to our internal and external customers and supports all team members.

Other Skills -Strong math skills, proficient in Microsoft Office.

Physical Requirements - Ability to type and write by hand, ability to use mouse, ability to speak and listen.

Performance Measurements

1. Behaves with high standards of integrity by performing tasks in an honest and ethical manner.
2. Selects travel vendors with best rates, discounts, points, etc. that benefits the company.
3. Ensures confidentiality by closely guarding and not disclosing without appropriate authorization from leader all information regarding the Company's operations, customer, client, or private team information.
4. Communicates regularly and effectively with leadership on issues affecting position or department.

Work Environment

Business office/moderate noise.