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Key Responsibilities and Required Skills for Travel Program Coordinator

💰 $55,000 - $75,000

OperationsAdministrationCorporate ServicesHuman Resources

🎯 Role Definition

The Travel Program Coordinator is the central pillar of an organization's corporate travel function. This individual is responsible for the day-to-day administration and operational success of the company's travel and expense (T&E) program. They serve as the primary point of contact for all employee travel needs, ensuring a seamless, safe, and cost-effective travel experience from booking to reconciliation. This role blends customer service, policy enforcement, vendor management, and data analysis to maintain a compliant and efficient travel ecosystem that supports the company's business objectives while prioritizing traveler well-being and satisfaction.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Executive Assistant
  • Administrative Coordinator
  • Hospitality or Travel Agency Professional
  • Junior HR or Finance Coordinator

Advancement To:

  • Travel Program Manager
  • Global Mobility Specialist
  • Procurement or Sourcing Manager (Travel Category)
  • Vendor Management Lead

Lateral Moves:

  • Events Coordinator / Manager
  • Office Manager
  • Employee Experience Specialist
  • Procurement Analyst

Core Responsibilities

Primary Functions

  • Serve as the primary, day-to-day point of contact for employees, providing expert guidance and support for all travel-related inquiries, bookings, and troubleshooting.
  • Administer and manage the corporate online booking tool (e.g., SAP Concur, Navan/TripActions, Egencia), including user profile management, training, and configuration updates.
  • Enforce the corporate Travel & Expense (T&E) policy by reviewing travel requests and expense reports to ensure all bookings and reimbursements are compliant.
  • Facilitate the booking of complex domestic and international travel, including flights, accommodations, ground transportation, and multi-leg itineraries for individuals and groups.
  • Manage the relationship with the designated Travel Management Company (TMC), acting as the liaison to resolve service issues, escalations, and operational challenges.
  • Process and audit employee expense reports with meticulous attention to detail, verifying receipts, ensuring proper coding, and confirming adherence to spending limits.
  • Support the negotiation and maintenance of preferred vendor agreements with airlines, hotels, and car rental companies to secure competitive corporate rates and benefits.
  • Monitor travel program performance by generating and analyzing regular reports on travel spend, policy compliance, online adoption rates, and traveler satisfaction.
  • Administer the corporate credit card program, including new card applications, credit limit adjustments, fraudulent charge disputes, and reconciliation support.
  • Uphold the company's duty of care responsibilities by monitoring traveler locations, communicating risk alerts, and assisting travelers during emergencies or travel disruptions.
  • Develop, update, and maintain comprehensive travel resources, policy documentation, and training materials for employees, hosted on the company intranet or other platforms.
  • Coordinate all logistical aspects of group travel for company meetings, offsites, and events, including block bookings, rooming lists, and ground transportation manifests.
  • Manage the visa and passport application process for international business travelers, ensuring all necessary documentation is completed accurately and submitted in a timely manner.
  • Stay abreast of travel industry trends, emerging technologies, and changes in international travel regulations to recommend and implement program improvements.
  • Collaborate closely with Finance, Accounting, and Payroll teams to ensure the seamless processing of T&E data, timely payments, and accurate financial reporting.
  • Onboard new hires by providing comprehensive training on the company's travel policy, booking procedures, and expense reporting system.
  • Diligently track and manage the company's inventory of unused airline ticket credits and waivers, working with the TMC to maximize their application and reduce travel waste.
  • Provide high-touch, "white-glove" travel coordination for C-suite executives and VIPs, ensuring a flawless and confidential travel experience.

Secondary Functions

  • Support ad-hoc data requests and exploratory analysis to identify cost-saving opportunities or areas of non-compliance within the travel program.
  • Gather and synthesize traveler feedback through surveys and direct communication to drive continuous improvement in the travel experience and policy.
  • Assist in special projects related to the travel program, such as the implementation of a new booking tool, a sustainability initiative, or a policy overhaul.
  • Participate in the periodic review and update of the corporate T&E policy to ensure it remains relevant, competitive, and aligned with business needs.
  • Manage travel-related payment systems, such as central billing accounts or virtual payment cards, and troubleshoot any reconciliation discrepancies.

Required Skills & Competencies

Hard Skills (Technical)

  • Online Booking Tool (OBT) Proficiency: Deep expertise in administering and using corporate travel platforms such as SAP Concur, Navan (TripActions), or Egencia.
  • Expense Management Systems: Strong working knowledge of T&E software for auditing, processing, and reporting on employee expenses.
  • GDS Familiarity: Understanding of or experience with Global Distribution Systems (GDS) like Sabre, Amadeus, or Worldspan is a significant advantage.
  • Data Analysis & Reporting: Proficiency in Microsoft Excel (pivot tables, VLOOKUPs, charting) for analyzing travel spend and generating insightful reports.
  • Vendor & Supplier Management: Experience liaising with travel suppliers (TMCs, airlines, hotels) and understanding service level agreements (SLAs).
  • International Travel Logistics: Knowledge of visa requirements, passport processing, and the complexities of international travel coordination.

Soft Skills

  • Impeccable Attention to Detail: A meticulous and thorough approach to booking travel and auditing expenses to prevent errors and ensure compliance.
  • Customer-Centric Mindset: A strong dedication to providing exceptional service and support to internal travelers.
  • Problem-Solving & Crisis Management: The ability to think quickly and act decisively to resolve urgent travel disruptions or traveler issues.
  • Exceptional Organization & Time Management: Proven ability to manage multiple competing priorities, requests, and deadlines in a fast-paced environment.
  • Clear & Professional Communication: Excellent written and verbal communication skills for interacting with employees at all levels, from new hires to executives.
  • Discretion and Confidentiality: Ability to handle sensitive executive travel details and personal information with the utmost professionalism.
  • Adaptability & Resilience: The capacity to remain calm and effective in the face of changing plans, travel advisories, and unforeseen challenges.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED equivalent, coupled with relevant professional experience.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Hospitality Management
  • Business Administration
  • Tourism and Travel Services

Experience Requirements

Typical Experience Range: 2-5 years of direct experience in a corporate travel coordination, travel agency, or closely related administrative role.

Preferred: Direct, hands-on experience managing a corporate travel program within a company, including responsibility for policy enforcement, administering an online booking tool (Concur, Navan, etc.), and managing relationships with a TMC.

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