Travel and Office Coordinator

Carbliss•Plymouth, WI

3d•Onsite

About The Position

Carbliss, a brand of family-owned SNFood & Beverage, is hiring a Travel and Office Coordinator to support company travel, events, and day-to-day office operations. The role coordinates travel arrangements for employees and company events; manages travel expenses, vendors, and travel-related records; and provides responsive support when plans change. It also maintains an organized, welcoming workplace, coordinates office events and onboarding logistics, supports facilities and safety preparedness, and provides administrative assistance to the Executive Assistant. The position is based at the company’s Plymouth, Wisconsin headquarters and requires on-site work. The posting gives conflicting schedule information: it says the role is not eligible for a hybrid schedule, but later describes a flexible hybrid schedule with two work-from-home days and three office days. The role is full-time, 40 hours per week, Monday through Friday, with up to 20% travel, including out-of-state team trips at least four times per calendar year. Occasional evening or weekend support may be needed for urgent travel issues or major events. Candidates must live within 60 miles of headquarters and within 60 minutes of it, and must have reliable transportation. The position may require occasionally lifting or moving items weighing up to 40 pounds.

Requirements

Two to four years of experience in travel coordination, office management, executive support, or a related field.
Strong organizational skills and ability to manage multiple priorities, deadlines, schedules, and logistics simultaneously.
Excellent written and verbal communication skills and ability to work effectively with team members, vendors, and leadership.
Proactive, solution-oriented approach; ability to anticipate needs, troubleshoot challenges, and adapt to changing priorities.
Strong customer service skills and a friendly, professional manner with employees, visitors, and external partners.
Proficiency in Microsoft Office, Google Workspace, and other administrative or communication platforms.
Ability to handle confidential information with discretion and professionalism.
Must work on-site at the Plymouth, Wisconsin headquarters; the posting also says the position is not eligible for a hybrid work schedule.
Must live within 60 miles of Carbliss headquarters and within 60 minutes of it.
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 at least 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 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, hotels, and ground transportation for team members across departments.
Plan and coordinate travel logistics for company events, including market launches, department events, the annual team trip, employee anniversary trips, and the Holiday Party.
Ensure travel arrangements follow company policies, budgets, and approval processes while seeking efficiency and cost savings.
Prepare and distribute travel itineraries and supporting documentation, communicate updates, and assist when plans change.
Troubleshoot last-minute travel changes, cancellations, and other disruptions.
Track and reconcile travel expenses, assist with travel reporting, and work with Finance to support accurate records and timely processing.
Coordinate the issuance, compliance, and tracking of employee vacation voucher bonuses.
Serve as the contact for company travel questions and maintain relationships with employees and external travel vendors.
Manage vendor relationships and negotiate rates and services with travel and event vendors.
Oversee daily office operations and maintain a welcoming, organized, and efficient workplace.
Welcome visitors; answer the door; coordinate mail and deliveries; and direct guests to appropriate team members.
Monitor and replenish office supplies, kitchen inventory, and equipment.
Coordinate meeting room schedules and ensure conference rooms are clean, organized, and equipped.
Plan and coordinate office events, employee celebrations, and on-site and off-site meetings; prepare spaces and materials.
Coordinate office access and onboarding logistics for new hires and corporate employees, including desks and welcome kits.
Work with office maintenance and external vendors to maintain office equipment, facilities, and services.
Maintain office budgets, invoices, vendor records, and administrative documentation, and identify 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 supplies, coordinating fire drills, and keeping emergency contact information current.
Protect confidential company, employee, travel, and administrative information.
Identify and implement opportunities to improve travel planning, office operations, and administrative processes.

Benefits

Medical, dental, and vision coverage.
401(k) retirement plan with an immediate 4% employer match.
Health Savings Account (HSA).
Company-paid life insurance.
Company-paid short- and long-term disability insurance.
Critical illness, accident coverage, and hospital indemnity coverage.
Six weeks of paid maternity and paternity leave.
Competitive salary and bonus.
Paid time off and nine paid holidays; veterans receive Veterans Day off as a bonus.
Birthday off.
All-inclusive annual trip for two.
Company-branded apparel allowance.
Employee discount and perks program.