Travel and Administrative Specialist

Job description:

Are you a pro who knows that the best flight isn't always a simple round trip? Do you enjoy the "hunt" for the most efficient and cost effective logistics? If so, you may be the perfect fit for our Travel and Administrative Specialist role.

Because this role requires significant travel, we are only considering candidates who have strong, demonstrated travel experience.

We're looking for a Travel and Administrative Specialist to take our travel operations to the next level. In this role, you'll be our lead travel strategist. We need someone who looks at the big picture, finds the hidden savings, and We need someone who looks at the big picture and finds the hidden savings. The ideal candidate is a forward thinking problem solver who refines the booking process with ease, anticipating needs, eliminating pain points early, and ensuring every trip feels seamless for our team.

Key Responsibilities

Travel Coordination (Primary Function)

• Coordinate all national travel arrangements, including flights, hotels, transportation, and itineraries.
• Compare routes, fares, and schedules to identify the most cost effective and efficient travel options.
• Anticipate travel needs, prevent common issues, and ensure every trip runs smoothly.

Administrative Support

• Manage and track the full lifecycle of credentials, certifications, and compliance documentation.
• Maintain accurate administrative records, including data entry, filing, proofreading, and document organization.
• Coordinate calendar scheduling, appointments, meetings, and travel timelines for team members.
• Provide exceptional internal and external customer support via phone, email, and in person.

Office & Operations Management

• Oversee office inventory, supplies, and equipment maintenance to keep operations running efficiently.
• Support accounting activities such as expense tracking and bookkeeping (QuickBooks experience a plus).
• Assist with employee engagement initiatives and general office activities.
• Utilize Microsoft Office, SharePoint, and related tools to maintain an organized workspace.

Why You’ll Love This Role

This position is perfect for someone who thrives in a fast paced environment, enjoys solving logistical challenges, and takes pride in creating seamless processes. You’ll have a direct impact on the daily operations of our team, ensuring efficiency, accuracy, and smooth travel experiences across the organization.

Bring your energy, precision, and organizational talent, and help us elevate our travel and administrative operations!

Job Type: Full-time or Part-time

Work Location: In person

• Proven experience in complex or national travel coordination.
• Strong administrative or office management background.
• Excellent attention to detail, missing TSA numbers or letting certifications expire is not in your vocabulary.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and strong computer literacy.
• Exceptional communication skills and professional phone etiquette (experience with multi-line systems preferred).
• Experience with QuickBooks or similar bookkeeping software is preferred but not required.
• Highly organized with the ability to prioritize multiple tasks and manage time effectively.
• A process minded, efficiency driven mindset: you’re always looking for better, faster, smarter ways to do things.