Fleet and Travel Administrator

NMB•Chatsworth, CA

12d•Onsite

About The Position

The Fleet and Travel Administrator serves as the central administrative and strategic hub for company-wide fleet operations, business travel programs, executive concierge logistics, corporate credit cards, and related expense management systems across NMBTC, NHBB, and C&A divisions. This role manages a nationwide fleet of approximately 50 vehicles throughout their complete lifecycles while overseeing corporate travel programs, vendor agency contract negotiations, specialized cost-saving strategies, and high-volume executive travel. The ideal candidate functions as both an internal travel agent/subject matter expert and a vendor liaison, leveraging deep agency negotiation background to optimize corporate travel spend and ensure high-touch employee service.

Requirements

Bachelor’s degree in Business Administration, Hospitality, Supply Chain, Finance, or a related field preferred.
3–5+ years of direct experience as a Travel Agent or within a Corporate Travel Management Company (TMC) / travel agency environment.
Demonstrated track record managing high-volume executive/C-suite travel arrangements and international travel itineraries.
Proven experience negotiating corporate contracts with travel agencies, airlines, and hotel vendors.
Experience managing or supporting corporate fleet operations (~30+ vehicles) preferred.
Heavy contract negotiation skills with proven success executing corporate travel cost-containment programs and policy enforcement.
Deep working knowledge of Travel Management Systems (TMS), Global Distribution Systems (GDS - e.g., Sabre, Amadeus), Online Booking Tools (OBTs), and corporate travel approval workflows.
Understanding of commercial vehicle leasing, state registration/titling compliance, and fleet vendor management.
Strong working knowledge of Microsoft Excel (pivot tables, reporting spreadsheets), corporate credit card administration, and ERP/Expense management platforms (e.g., Concur).
Exceptional interpersonal and communication skills to interface effectively with C-suite executives, external vendors, and employees nationwide.
Applicants must be legally authorized to work for any employer in the United States.
Verification of employment eligibility will be required at the time of hire.
Visa sponsorship is not available for this position.

Responsibilities

Act as an internal travel agent, utilizing prior travel agency/industry experience to directly assist NMBTC, NHBB, and C&A employees with complex travel logistics.
Manage high-volume, high-complexity travel arrangements (flights, boutique hotels, ground transfers) for C-suite executives and key leadership.
Work directly with external corporate travel agencies while providing in-house ticketing, itinerary management, and disruption support (cancellations, rebooking, urgent route changes).
Serve as a direct resource for employees navigating business travel processes, passport/visa requirements, and emergency travel support.
Serve as final approver for international travel requests and non-contracted vendor usage.
Audit travel requests against corporate travel policy guidelines prior to booking confirmation.
Partner with Leadership and Legal to maintain, update, and communicate corporate travel policy changes across all divisions.
Lead contract negotiations with travel agencies, airlines, hotel networks, and car rental companies to secure aggressive corporate rates and amenity perks.
Develop, implement, and track specialized cost-saving strategies (e.g., preferred carrier routing, advance-purchase rules, volume rebates, unbooked ticket tracking).
Manage vendor relationships and resolve complex billing, service, or policy-related issues.
Onboard and deactivate employees within the corporate expense management software.
Prepare ad-hoc expense reports for infrequent travelers (e.g., NHBB Peterborough employees).
Support Finance in determining the correct cost centers and department allocations for visitor-related travel expenses.
Administer corporate travel credit card accounts (issuance, limits, cancellations).
Assist Finance and divisional teams with credit card statement reconciliations and transaction troubleshooting.
Manage centralized administrative operations for a nationwide fleet of ~50 corporate vehicles.
Coordinate full vehicle acquisition and leasing processes with divisions and fleet management vendors (needs identification, order placement, delivery coordination, open-ended lease approvals).
Coordinate vehicle disposition and sales processes when divisions decommission vehicles.
Review and approve fleet transactions, including vehicle sales, leases, and repair requests exceeding vendor approval thresholds.
Manage documentation workflows for vehicle registrations, titles, and license plates in coordination with third-party fleet vendors.
Track multi-state registration renewal schedules and legal requirements.
Assist employees directly with state-specific BMV/DMV documentation requests and title issues.
Serve as primary corporate liaison for fleet vendors; resolve billing, operational, and service discrepancies.
Maintain up-to-date vehicle, driver, and division assignment records in vendor systems.
Review and approve fleet-related vendor invoices.
Issue, update, cancel, and track corporate fuel cards across all assigned vehicles and drivers.
Monitor card utilization, address anomalous usage patterns, and resolve billing discrepancies.
Serve as central contact for employee vehicle accidents; gather documentation and liaise with third-party vendors and internal Risk Management/Insurance leads (Sergio Ruiz).
Maintain and distribute updated annual vehicle lists for insurance card issuance.
Maintain corporate fleet data for internal reporting and external vendor coordination.
Maintain the W-2 taxable benefit reporting spreadsheet for company vehicles.
Track recurring compliance deadlines and provide cross-functional reporting across business units.
Assist Finance departments in allocating visitor-related travel, lodging, and transportation costs to appropriate departmental budgets.
Serve as a universal corporate resource for employees navigating fleet, travel, expense, housing, and transportation procedures.
Handle complex, ad-hoc administrative requests and operational issues that span across multiple business units or departments.
Perform other duties as related to the job function as required