Our client is an independent entertainment leader with a global presence. They are currently looking to hire a Travel & Administration Coordinator to join their finance team. They are looking for a person with a high attention to detail, who can work both independently and as part of a cross-functional team.
This role focuses on managing corporate travel arrangements, ensuring smooth logistics, and maintaining accurate records. The ideal candidate is organized, detail-oriented, and skilled in administrative tasks.
Key Responsibilities:
- Travel Arrangements: Coordinate flights, accommodations, and transportation for corporate travel. Ensure travel bookings align with company policies and budgets. Address billing issues such as prepayments, credit card authorizations, and hotel folios.
- Expense Management: Review invoices, prepare expense reports, and track credits. Ensure compliance with company policies and accuracy in financial documentation.
- Documentation and Reporting: Maintain travel records, including itineraries, booking confirmations, and expense documentation. Create and distribute travel summaries and reports as needed.
- Vendor Coordination: Act as a liaison with travel vendors (airlines, hotels, car rental agencies) to resolve issues and ensure high-quality service.
- Travel Policy Compliance: Monitor adherence to company travel policies, providing guidance and support to employees as necessary.
- Administrative Support: Schedule meetings, draft correspondence, and create reports for the Travel and Finance teams. Manage company air travel credit cards, frequent flier programs, and other rewards systems.
- Data Management: Keep travel management systems and databases updated. Generate and analyze reports to support decision-making.
- Problem Resolution: Address travel-related issues promptly and act as the main point of contact for travel inquiries.
This is a full-time role with standard office hours, though occasional nights and weekends may be required.
What You’ll Need to Succeed:
- At least 2 years of administrative experience, preferably with a focus on travel management or finance-related tasks.
- Strong organizational and multitasking skills.
- Excellent communication and interpersonal abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with travel management software.
- Attention to detail and accuracy in record-keeping and reporting.
- Ability to handle confidential information with discretion.
- Strong problem-solving skills and the ability to work independently.
- Knowledge of corporate travel policies is a plus. Familiarity with expense management systems and travel booking platforms is highly advantageous.
- Must be based in the San Francisco Bay Area.
If you’re detail-oriented, enjoy managing travel logistics, and thrive in a collaborative environment, we encourage you to apply!
Compensation: 50K – 70K plus benefits