Travel/Inventory Coordinator

Description

POSITION SUMMARY:

The Travel/Inventory Coordinator is responsible for coordinating employee travel arrangements, including booking transportation, accommodation, and managing trip logistics in compliance with company policies. Additionally, the role involves tracking and maintaining accurate inventory records for company-owned assets, ensuring proper documentation of equipment and property from acquisition to disposal.

DUTIES/RESPONSIBILITIES:

• Arrange travel for tribal employees in accordance with established tribal and federal policies, ensuring compliance and cost-effectiveness.
• Process and reconcile travel advances and actual expenses against submitted receipts in a timely and accurate manner.
• Maintain detailed travel records, including itineraries, approvals, and expenditures, while assisting with policy updates as needed.
• Assist employees with travel-related inquiries, troubleshooting issues, and ensuring adherence to travel procedures.
• Coordinate with vendors, hotels, and transportation services to secure competitive rates and quality service.
• Prepare travel-related reports and analytics to support budgeting, compliance, and cost-saving initiatives.
• Assist in coordinating group travel arrangements for conferences, training, and official tribal events.
• Support employees with emergency travel adjustments, such as cancellations, delays, and last-minute bookings.
• Ensure all travel documentation, including approvals and receipts, is properly filed for audit and compliance purposes.
• Assist in maintaining control measures for tribal assets, including inventory tracking, storage, and responsible disposal.
• Ensure property is properly marked, recorded, and integrated into financial and property management systems.
• Conduct periodic audits of tribal assets to verify records, identify discrepancies, and ensure accountability.
• Assist in updating and maintaining electronic records, ledgers, and financial data related to property management.
• Perform other duties as assigned.

Requirements

REQUIRED SKILLS/ABILITIES:

• Strong organizational and time-management skills to handle multiple travel and asset management tasks efficiently.
• Attention to detail to ensure accurate documentation and compliance with policies.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and other relevant software for tracking travel and asset data.
• Ability to analyze financial and logistical data for reporting and reconciliation purposes.
• Excellent communication and customer service skills to assist employees with travel and asset-related inquiries.
• Problem-solving skills to address travel disruptions, policy compliance issues, and asset discrepancies.
• Ability to work independently while maintaining coordination with multiple departments and external vendors.
• Knowledge of tribal and federal travel regulations and asset management best practices.
• Ability to maintain confidentiality and handle sensitive financial and employee information securely.
• Strong record-keeping skills to ensure proper documentation of travel expenses, asset inventory, and audit requirements.

EDUCATION & EXPERIENCE:

• High school diploma or GED required; additional coursework in business administration, finance, or logistics is a plus.
• Minimum of one year of experience in travel coordination, asset management, or a related administrative role.
• Experience working with tribal governments, federal regulations, or property management systems is preferred.

PHYSICAL REQUIREMENTS:

• Prolonged periods of sitting at a desk and working on a computer.
• Ability to lift up to 25 pounds for handling office supplies, equipment, or property items.
• Frequent walking, standing, and bending when managing inventory or coordinating asset storage.
• Ability to travel occasionally for meetings, inspections, or vendor coordination.
• Manual dexterity required for data entry, filing, and handling small equipment.

CONDITIONS OF EMPLOYMENT:

• Successful completion of applicable tribal drug test.
• Successful completion of applicable tribal background check.
• Must pass background investigation for suitability of character identified in accordance with the Indian Child Protection and Family Violence Prevention Act.
• Possess and maintain a valid driver's license with no serious violations.