Travel Account Coordinator

SERVICE EMPLOYEES INTERNATIONAL UNION•Los Angeles, CA

30d•$71,230 - $75,568•Hybrid

About The Position

SEIU Local 2015 is seeking a highly organized, responsive, and service-oriented Travel Coordinator to administer statewide travel and transportation services for staff, executive leaders, members, member organizers, interns, and organizational events. The Travel Coordinator oversees high-volume, time-sensitive travel arrangements, including flights, hotels, rental vehicles, trains, shuttles, executive transportation, and charter buses. Serving as the organization’s primary administrator for BCD Travel and Concur, this position manages travel profiles, booking permissions, itinerary support, policy compliance, credit-card documentation, expense reconciliation, and user training. The position also coordinates organizational vehicle records, maintenance, insurance claims, certificates of insurance, registration and Department of Motor Vehicles requirements. Working closely with Finance, Administration, Human Resources, regional teams, vendors, and organizational leaders, the Travel Coordinator helps ensure that travel and transportation needs are handled accurately, efficiently, and in accordance with organizational policies. Because union travel frequently supports urgent campaigns, member actions, Executive Board meetings, conferences, and statewide events, the Travel Coordinator must be able to manage changing priorities, solve problems calmly, and provide emergency or after-hours assistance when required.

Requirements

Two to four years of progressively responsible experience coordinating high-volume travel, accounting or expense administration, financial operations, office administration, or a closely related function
Experience booking a high volume of travel arrangements, including air travel, hotels, rental vehicles, and ground transportation
Experience reviewing transactions, reconciling expenses, maintaining receipts and supporting documentation, or processing invoices and purchase orders
Working knowledge of modern office operations, administrative procedures, recordkeeping, and customer-service practices
Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
Ability to learn and effectively administer travel, expense, accounting, and other technology platforms
Strong organizational, time-management, and follow-through skills with exceptional attention to detail
Ability to manage multiple time-sensitive priorities, frequent changes, and competing deadlines in a fast-paced environment
Excellent written, verbal, and interpersonal communication skills
Ability to communicate confidently and professionally with staff, management, members, vendors, and outside parties when requesting information or resolving issues
Strong problem-solving skills and the ability to respond calmly and resourcefully to travel disruptions and emergencies
Ability to work independently, exercise sound judgment, and appropriately escalate concerns
Ability to maintain accurate and confidential financial, traveler, personnel, and organizational records
Ability to type at least 35 words per minute with accuracy
Ability and willingness to provide occasional after-hours support and travel within California as required
Commitment to the mission and values of SEIU Local 2015
An equivalent combination of relevant education, training, and experience that provides the required knowledge, skills, and abilities will be considered.

Nice To Haves

High school diploma or recognized equivalent
Experience administering BCD Travel, Concur, or a comparable corporate travel and expense platform
Experience coordinating travel for executives, large groups, statewide events, conferences, or geographically distributed teams
Experience with organizational credit-card reconciliation, accounting software, expense reporting, or audit support
Experience coordinating charter buses, fleet operations, vehicle maintenance, insurance claims, or DMV requirements
Experience supporting accessibility-related travel or transportation arrangements
Experience working in a labor union, nonprofit, advocacy, community-based, or other mission-driven organization
Experience developing relationships with hotels, transportation providers, travel agencies, and other vendors
Familiarity with purchase orders, invoice processing, financial controls, and records-retention practices
Valid California driver’s license

Responsibilities

Serve as SEIU Local 2015’s Statewide Travel Administrator and oversee the timely processing of travel requests
Coordinate high-volume travel for staff, executive leaders, Training Center staff, members, member organizers, interns, Executive Board members, and organizational guests
Arrange flights, hotels, rental vehicles, trains, shuttles, executive transportation, charter buses, and other ground transportation
Develop accurate and complete travel itineraries for individuals and groups attending meetings, trainings, conferences, campaigns, member actions, and organization-wide events
Process statewide travel requests, including regional, departmental, political, Executive Board, and All-Staff travel
Review travel requests for accuracy, required approvals, policy compliance, cost effectiveness, accessibility needs, and completeness before booking
Respond to last-minute changes, cancellations, disruptions, and emergency travel needs throughout California
Provide emergency and after-hours travel assistance as organizational needs require
Communicate confirmations, itineraries, changes, travel requirements, and relevant instructions clearly and promptly
Maintain organized travel records, supporting documentation, and booking histories
Serve as an administrator for BCD Travel, Concur, and related travel platforms
Work closely with BCD Travel regarding travel policies, booking changes, credit-card authorizations, approval permissions, and staff travel requests
Create and maintain Concur profiles for new staff and other authorized travelers
Coordinate with Human Resources and other departments to process profile changes, access updates, employment-status changes, and organizational information
Manage user permissions, approver assignments, booking access, and traveler information
Provide Concur orientation and training for new staff and refresher training for current staff as needed
Troubleshoot routine booking, access, authorization, and profile issues and escalate complex matters to the appropriate provider or internal partner
Monitor travel-system practices and recommend improvements that strengthen accuracy, compliance, efficiency, and the traveler experience
Review online organizational credit-card charges daily for accuracy, authorization, appropriate coding, and required documentation
Compile complete receipts, invoices, confirmations, approvals, and other backup documentation for credit-card transactions
Investigate missing, incomplete, duplicate, or questionable transactions and follow up with staff, managers, vendors, and other parties to obtain required information
Prepare the monthly credit-card charge summary and submit complete supporting documentation to the Staff Accountant within required timelines
Lead the monthly reconciliation of statewide travel expenses and work with Finance to address discrepancies and outstanding items
Research and provide documentation for audits, reconciliations, financial reporting, and internal reviews
Prepare miscellaneous travel, expense, reconciliation, and operational reports as requested
Process purchase orders and invoices related to hotels, conference registration, charter buses, travel services, and assigned departmental needs
Process bank deposits and other financial-administrative transactions as assigned
Maintain accurate records and internal controls in accordance with organizational policies and Finance requirements
Oversee administrative requirements for union-owned and rented vehicles, including vehicle-use approvals, maintenance, repairs, registration, insurance, and Department of Motor Vehicles documentation
Maintain custody and accurate tracking of keys for union vans and other unused organizational vehicles
Maintain current vehicle inventories, maintenance schedules, repair records, registration documents, insurance information, and related files
Coordinate with staff, repair providers, rental agencies, insurance carriers, and vendors regarding vehicle maintenance, repairs, accidents, damage, and claims
Process insurance claims related to union-owned vehicles and rental vehicles
Process certificates of insurance for meetings, events, offices, and regional or departmental activities
Track and coordinate the resolution of vehicle-related fines, tickets, tolls, and penalties with the responsible staff and appropriate departments
Provide payroll processors with approved information regarding staff eligibility for vehicle or car allowances
Coordinate charter-bus requests for regions and departments, including quotes, scheduling, confirmations, on-site coordination, and invoice processing
Develop and maintain productive relationships with hotels, transportation providers, and other travel vendors throughout California
Coordinate reasonable travel and transportation arrangements associated with approved accessibility and Americans with Disabilities Act needs
Serve as a responsive point of contact for staff, members, leaders, and departments seeking travel-related information or assistance
Communicate professionally with staff, management, members, vendors, and external partners when requesting information or resolving issues
Support statewide meetings, campaigns, conferences, member actions, Executive Board meetings, and organization-wide events
Provide travel assistance and operational support as directed by the Deputy Director of Administration and SEIU Local 2015 executives
Coordinate with administrative support staff and provide guidance regarding assigned travel, reconciliation, transportation, and vehicle-management activities
Gather and maintain information for Agency Fee Payer Time Distribution Reports when requested
Protect confidential financial, personnel, traveler, payment, and organizational information
Perform other duties and special projects as assigned to support the department and the mission of SEIU Local 2015