Travel Coordinator
hace 3 días
Fort Lee
Title: Travel Coordinator Location: Ft. Lee, NJ- 5 Days on Site in Office (Non-Virtual, Non-Hybrid, Non-Remote) Competitive Pay and Benefits Monday-Friday 9:00am-5:00pm with the ability to work flexible hours as needed to resolve any travel issues. Thank you for your interest in this role. All interested applicants please upload your cover letter and resume directly to this platform. Due to the volume of applicants, TPA will not be accepting applications, profiles, nor referrals from staffing agencies for this role. TPA does not accept in person applications, nor resumes. The Players Alliance is seeking a professional, solutions oriented, reliable, mature, energetic, friendly, highly skilled and experienced Travel Coordinator who will be based at our Fort Lee, NJ office. Applicants must be able to show their verifiable experience in executive and group travel coordination. We are seeking an experienced and highly capable Travel Coordinator to join our team and manage end‑to‑end travel arrangements. This role requires proven and measurable deep industry experience in executive travel coordination, deep competency in group travel booking systems and the ability to work efficiently in a fast‑paced, dynamic environment with frequent last‑minute changes. The Travel Coordinator serves as a key liaison with internal teams and external vendors, ensuring seamless travel arrangements. The ideal candidate must thrive in a fast-paced environment, effectively multitask to meet contract deadlines, and demonstrate exceptional organizational and communication skills. The Travel Coordinator is an administrative professional able to thrive in a fast paced, results driven environment responsible for collaborating across teams to ensure executive level travel coordination, administrative excellence, follow through and streamlined processes. The hired professional is an organized, detail-oriented professional who enjoys being hands-on, responsive, and execution-focused. Role and Responsibilities • Maintain strict confidentiality and data security at all times when handling sensitive client information, • Coordinate and book domestic and international travel arrangements for executives, staff, and other authorized travelers, • Research and secure cost-effective flights, hotels, ground transportation, and related travel services in accordance with organizational policies and budget guidelines, • Serve as the lead point of contact for all travel logistics related to organizational activations and the organization’s year-end stakeholder meeting held outside of the country, • Help resolve travel billing discrepancies and travel concerns as they arise with the ability to escalate as needed, • Prepare and distribute detailed travel itineraries, confirmations, schedules, and supporting travel materials, • Provide direct travel-related support, including managing complex itineraries, schedule adjustments, and priority travel needs, • Support leadership in coordination with the current administrative team to ensure smooth execution of travel and related logistics, • Manage all aspects of booking travel for special events and organizational gatherings, including airfare coordination, hotel sourcing, room blocks, and vendor negotiations, • Ensure all travel arrangements are accurate, timely, and aligned with organizational expectations and traveler preferences, • Process and maintain travel-related documentation, including tickets, confirmations, travel insurance, and other required materials, • Monitor travel plans and respond promptly to delays, cancellations, emergencies, or last-minute changes, • Communicate professionally with travelers regarding travel requirements, updates, and policy expectations, • Track travel expenses and assist with expense reporting, reimbursement documentation, and reconciliation, • Maintain organized and accurate travel records, vendor contacts, and booking details, • Build and maintain positive working relationships with airlines, hotels, transportation providers, and other travel vendors, • Negotiate favorable rates and service agreements to support cost savings and operational efficiency, • Remain informed of current travel regulations, safety requirements, and industry updates that may affect travel planning, • Provide additional administrative support related to scheduling and logistics, as needed, in support of executive operations, • Communicate effectively with internal and/or external points of contacts on multiple trips, • Reconciliation of corporate travel credit card, • Provide and monitor security/life safety concerns for program personnel traveling abroad Key Responsibilities Travel Booking & Coordination • Manage domestic and international travel bookings for groups of 50-100 including flights, hotel bookings and accommodations, car service, • Oversee complex itineraries including flights, accommodations, transport, meals, and team logistics., • Provide expert advice on routes, airline products, fare options, and travel requirements., • Deliver a high‑touch, professional, calm, discreet client‑focused service experience., • Handle last‑minute changes, disruptions, and urgent travel requests with calm, professional efficiency., • Maintain strong professional relationships with internal and external stakeholders., • Provide proactive solutions for disruptions, schedule changes, and urgent travel needs., • Use GDS platforms for reservations, changes, and ticketing., • Operate corporate booking tools and CRM systems accurately and efficiently., • Manage ticketing deadlines, fare rules, reissues, refunds, and credits., • Provide accurate invoicing and documentation for each booking., • Maintain up‑to‑date knowledge of airline rules, hotel programs, and travel supplier offerings., • Work with preferred suppliers to secure best available options and service levels. Qualifications • Minimum of 5 years of proven, verifiable experience and success in travel coordination, executive support, administrative support, or group travel coordination, • Associate or Bachelor's Degree, • Ability to manage confidential information and exercise sound judgment in support of high-profile or sensitive travel needs, • Demonstrated ability to handle sensitive information with a high level of discretion, confidentiality, and professionalism, • Demonstrated ability to manage complex itineraries and high‑volume corporate travel., • Excellent communication, problem‑solving, and customer service skills., • Ability to work independently with strong organizational discipline., • Calm under pressure and capable of delivering solutions quickly., • Experience arranging international tours, training camps, or multi‑leg sporting itineraries., • Advanced GDS proficiency, • Strong understanding of airline fare structures, reissue processes, and ticketing rules., • Demonstrated experience coordinating detailed travel arrangements in a professional environment, • Strong organizational, time-management, and multitasking skills, • Excellent written and verbal communication skills, • Exceptional attention to detail and accuracy, • Strong problem-solving skills and the ability to respond calmly and effectively in time-sensitive situations, • Knowledge of domestic and international travel procedures, documentation requirements, and travel-related best practices, • Experience supporting executives or senior leadership travel arrangements, • Experience working in a nonprofit or mission-driven organization, • Familiarity with budget-conscious travel planning and cost-control practices, • Strong negotiation and vendor management skills, • Experience coordinating travel for special events, stakeholder gatherings, or international meetings This position typically operates in a professional office environment and requires regular coordination with internal staff, executives, and external travel vendors. Occasional flexibility outside normal business hours may be needed to address urgent or time-sensitive travel matters.
