Travel and Office Coordinator

Carbliss•Plymouth, WI

4d•Hybrid

About The Position

Carbliss is a brand of SNFood & Beverage which is a family-owned and operated Ready to Drink Cocktail who stands for quality, excellence & innovation. We hire exceptional people who will lead & make learning part of their own career journey. From distribution to marketing, from sales to service, inspiration and motivation is at the core of what we do! An entrepreneurial spirit and ability to change directions quickly is a must. This full-time, 40-hour per week role is Monday through Friday and offers a flexible hybrid schedule, with two days working from home and three days working in the office each week.

Requirements

Two to four years of experience in travel coordination, office management, executive support, or a related field.
Experience supporting field-based teams, such as sales or service professionals, with travel arrangements and scheduling preferred.
Experience using corporate travel platforms, such as Navan or Concur, and expense management or reporting tools preferred.
Strong organizational skills with the ability to manage multiple priorities, deadlines, schedules, and logistics simultaneously.
Excellent written and verbal communication skills, with the ability to build relationships and work effectively with team members, vendors, and leadership.
A proactive, solution-oriented mindset with the ability to anticipate needs, troubleshoot unexpected challenges, and adapt to changing priorities.
Strong customer service skills and a friendly, professional approach when working with employees, visitors, and external partners.
Experience managing budgets, tracking expenses, reviewing invoices, and maintaining accurate administrative records preferred.
Experience managing vendor relationships and negotiating pricing or services preferred.
Proficiency in Microsoft Office, Google Workspace, and other administrative or communication platforms.
Ability to handle confidential information with discretion and professionalism.
Must be willing to work on-site at our Plymouth, WI headquarters. This position is not eligible for a hybrid work schedule.
Must live within 60 minutes of Carbliss HQ.
Must have reliable transportation and be willing to travel up to 20% of the time.
Must be willing to travel out of state on team trips a minimum of four times per calendar year.
Must be available for occasional evening or weekend support for urgent travel needs or major company events.
Must be able to occasionally lift or move office supplies, packages, and event materials, including items weighing up to 40 pounds.

Nice To Haves

Experience supporting field-based teams, such as sales or service professionals, with travel arrangements and scheduling
Experience using corporate travel platforms, such as Navan or Concur, and expense management or reporting tools
Experience managing budgets, tracking expenses, reviewing invoices, and maintaining accurate administrative records
Experience managing vendor relationships and negotiating pricing or services

Responsibilities

Coordinate and book air travel, hotel accommodations, and ground transportation for team members across all departments, ensuring a smooth and organized travel experience.
Plan and coordinate travel logistics for company events, including market launches, department events, the annual Carbliss Team Trip, employee anniversary trips, and the Holiday Party.
Ensure all travel arrangements align with company policies, budgets, and approval processes while looking for opportunities to maximize efficiency and cost savings.
Prepare and distribute clear, accurate travel itineraries and supporting documentation, providing timely communication and assistance when travel plans change.
Troubleshoot last-minute travel changes, cancellations, and unexpected issues, helping team members navigate travel disruptions with minimal stress.
Track and reconcile travel expenses, assist with travel-related reporting, and partner with Finance to ensure accurate expense records and timely processing.
Coordinate the issuance, compliance, and tracking of employee vacation voucher bonuses, ensuring information is accurate and organized.
Serve as the go-to contact for company travel questions, providing responsive support and maintaining strong relationships with team members and external travel vendors.
Manage vendor relationships and negotiate rates and services with hotels, airlines, transportation providers, and other vendors to support company travel and events.
Oversee day-to-day office operations to maintain a welcoming, organized, and efficient workplace for team members and visitors.
Welcome visitors, answer the door, coordinate incoming and outgoing mail and deliveries, and ensure guests are directed to the appropriate team members.
Monitor and maintain office supplies, kitchen inventory, and equipment, placing orders and coordinating restocking as needed.
Coordinate meeting room schedules and ensure conference rooms are clean, organized, and equipped for meetings, interviews, and company events.
Plan and coordinate office events, employee celebrations, and on-site and off-site meetings, including preparing spaces and ensuring all necessary materials are ready.
Coordinate office access for new hires and corporate employees, support onboarding logistics, and assist with preparing desks, welcome kits, and other new hire materials.
Partner with office maintenance and external vendors to ensure office equipment, facilities, and services are maintained and operating effectively.
Maintain office budgets, invoices, vendor records, and administrative documentation while identifying opportunities to improve organization and cost management.
Provide administrative support to the Executive Assistant, including calendar scheduling, meeting coordination, document preparation, spreadsheet maintenance, data entry, and event planning.
Support office safety and emergency preparedness by maintaining relevant supplies, coordinating fire drills, and keeping emergency contact information current.
Maintain confidentiality when handling sensitive company, employee, travel, and administrative information.
Find A Better Way by identifying opportunities to improve travel planning, office operations, and administrative processes to make our work more efficient.

Benefits

Medical, Dental, and Vision
401(k) Retirement Plan (Immediate 4% Employer Match)
Health Savings Account (HSA)
Life Insurance (100% Company-Paid)
Short- and Long-Term Disability Insurance (100% Company-Paid)
Critical Illness, Accident coverage, and Hospital Indemnity (extra financial protection for eligible hospital stays)
6 Weeks Paid Maternity & Paternity Leave
Competitive Salary + Bonus
Paid Time Off (PTO) + 9 Paid Holidays (Veterans receive Veterans Day off as a bonus)
Birthday Off to Celebrate You!
All-Inclusive Annual Trip for Two
Company-branded apparel allowance
Employee Discount and Perks Program