Travel Coordinator

LOCATION: New York

PRIMARY FUNCTION:
Provide travel assistance (international and domestic) to employees, consultants, meeting attendees and VIPs, including making air/train reservations and hotel reservations as well as assisting with ground transportation.

DUTIES and RESPONSIBILITIES:

  • Coordinate travel for meetings and special events including reviewing and reconciling post-event bills.
  • Arrange ground transportation, airport meet and greet and security for VIPs.
  • Work collaboratively with individuals to understand travel needs, and then research options to maintain an economical and efficient travel program, ensuring expenses are within budget.
  • Oversee room block obligations for meetings and events, provide rooming list updates in a timely manner to avoid attrition and cancellation penalties, and manage deposits.
  • Negotiate rates and oversee corporate contracts for hotels and ground transportation.
  • Handle the tasks of establishing and maintaining travel files as well as handle refund requests, ticket credits and payment issues
  • Perform responsibilities of reviewing and verifying travel request to ensure compliance with the Foundation’s travel policies.
  • Provides assistance and support after hours for last minute or emergency requests.
  • Provides assistance with car needs for talents and VIPs during NY Special Events (NY Gala and INNY).
  • Provide reports of total travel spend to VP’s and Directors after meetings.
  • Make sure approvals are received and tickets issued in a timely manner to keep costs down.
  • Manage the airline voucher program, as well as donated miles and airline and hotel rewards program.
  • Promote the acceptance of fares, rates, and suppliers that match program policies and negotiated contracts. Apply discount programs appropriately.
  • Complete monthly reconciliation of BTA and generate reports for CFO as needed with regard to cost analysis and travel spending.
  • Enter travel data and maintain the travel database.
  • Demonstrate superior customer service skills in a fast-paced environment. Manage multiple projects simultaneously
  • Provide administrative support to the CFO and complete special projects as assigned.

QUALIFICATIONS:

Bachelor’s degree preferred and two years travel industry experience or a combination of course work and relevant experience. Must have experience with booking complex domestic and international travel for groups. Experience in the travel or hospitality industry preferred but not mandatory. Familiar with a variety of the field’s concepts, practices, and procedures a plus. Must be detail-oriented and possess strong analytical, organizational, and administrative skills. The ability to manage multiple projects, meet deadlines, and work both independently and collaboratively is essential. Excellent customer service skills. Proficiency with Word, Excel, and Internet required. Flexibility to work occasional extended days and weekends.

Interested applicants should forward their resume, cover letter and salary requirements to: jobsvs@amfar.org

We are an Equal Opportunity Employer.

No agencies please.