Corporate Travel Coordinator

Ergon, Inc

8d•Onsite

About The Position

Ergon Inc. seeks a full-time Corporate Travel Coordinator to join our Corporate Procurement Service team. As the Corporate Travel Coordinator, you will be responsible for organizing and coordinating all aspects of corporate travel arrangements for employees and business-related guests on behalf of our organization. Your role will involve ensuring that all travel arrangements are made efficiently and cost-effectively, in accordance with company policies and procedures. By efficiently managing travel logistics and coordinating with our travel management company and vendors, a Corporate Travel Coordinator contributes to the overall success and productivity of the organization. With attention to detail, exceptional customer service, strong communication skills, and the ability to handle multiple tasks simultaneously, this role is vital in ensuring a seamless travel experience for employees.

Requirements

Bachelor's Degree in Business or a related field
2 years or more of experience in a travel management or related field preferred

Nice To Haves

Attention to detail and accuracy
Work independently
Excellent organizational and time management skills
Ability to multitask
Excellent customer service skills
Strong computer skills, including working knowledge of Excel, Word, and Microsoft Outlook
Excellent communication skills, including written, verbal, and presentation skills
Knowledge of computer reservation system / online booking tool
Working knowledge of airline, rental car, and hotel rules and regulations
Working knowledge of travel industry trends and best practices

Responsibilities

Serve as the primary resource and point of contact for all travel-related matters.
Assist in the development of strategic policies and programs for corporate travel.
Coordinate and book travel arrangements for employees and company guests, including flights, accommodations, transportation, and other necessary arrangements.
Communicate with travelers to meet and address all travel-related needs, including resolution of emergencies, scheduling conflicts, missed connections, complaints, obtaining refunds, and other travel-related concerns.
Coordinate with Corporate Safety to ensure Duty of Care requirements are addressed and met, ensuring the safety of employees during travel.
Negotiate contractual agreements with travel service vendors (airlines, car rental companies, hotels, etc.) and travel agencies to obtain the most favorable rates and terms and conditions for corporate travel bookings.
Organize/assist with small group travel and meetings management. Includes negotiating and securing contracts for meeting spaces, group hotel accommodations, catering services, etc.
Schedule and coordinate usage of the company aircraft with Business Unit Management, Senior Management, and Company Pilots. Includes working with Pilots to ensure FAA flight requirements are met, scheduling ground transportation, and hotel accommodations.
Research and compare prices, availability, and quality of travel options such as flights, hotels, and car rentals to secure the best rates and accommodations.
Advise employees on travel policies, visa requirements, and any necessary documentation needed for their travel.
Prepare and distribute travel itineraries, including all relevant details such as flight information, hotel reservations, car rentals, and meeting schedules.
Ensure all travel arrangements are accurate, complete, and aligned with the traveler's preferences and requirements.
Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.
Stay up to date with industry trends, travel regulations, and emerging technologies to continuously enhance and drive continuous improvement of the travel management process.
Maintain and update a database of employee travel profiles, including preferences, frequent flyer accounts, passport details, and other relevant information.
Monitors and facilitates the use of company travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs.