Travel Coordinator

Simpson Thacher & Bartlett LLP•New York, NY

4d•$70,000 - $85,000•Hybrid

About The Position

The Travel Coordinator supports the Travel Manager by coordinating day-to-day travel services for the firm and serving as a reliable point of contact among travelers, internal stakeholders, the external Travel Management Company (TMC), and travel vendors. This role requires a service-oriented professional who can provide responsive, high-touch coordination in a demanding legal environment while helping ensure travel arrangements are accurate, compliant, cost-conscious, and aligned with the firm’s business needs. The Travel Coordinator plays an important role in supporting a seamless traveler experience for attorneys, executives, clients, recruits, and guests.

Requirements

Bachelor’s degree in Business Administration, Hospitality, or a related field, or equivalent practical experience.
3 or more years of progressive experience in corporate travel coordination, travel operations, car-service coordination, hospitality, legal services, or professional services.
Supporting attorneys, senior executives, or other high-demand professionals in a fast-paced, client-service-oriented environment strongly preferred.
Strong proficiency in data tracking, expense or budget support, reporting, and service-performance follow-up.
Strong Microsoft Office skills, especially Excel, with the ability to use spreadsheets for tracking, reporting, data organization, and analysis.
Excellent written and verbal communication skills, with the ability to enforce policy firmly but diplomatically.
Proven ability to coordinate high-touch travel and service requirements while balancing service expectations, financial stewardship, policy compliance, and sound judgment.
Strong meeting, event, crisis-response, and problem-solving capabilities, including the ability to remain calm and responsive under pressure.

Responsibilities

Serve as a liaison among travelers, executive assistants, legal personnel, recruiting, finance, events, the firm’s TMC, and travel vendors.
Coordinate domestic and international travel support, including complex itineraries, multi-city travel, international trips, urgent bookings, and time-sensitive changes.
Review travel requests for accuracy, completeness, timing, policy compliance, approval requirements, and traveler preferences.
Ensure reservations comply with firm travel policies, preferred-provider agreements, class-of-service guidelines, and approval procedures; escalate exceptions appropriately.
Help resolve billing discrepancies, unused tickets, refunds, credits, duplicate charges, and missing receipts in partnership with Finance and travel partners.
Stay informed about travel disruptions, industry updates, and available tools; share relevant information that may support day-to-day travel coordination.
Provide backup support to the Travel Manager and perform additional travel, administrative, and special-project responsibilities as assigned.
Provide responsive, high-touch support for attorneys, executives, frequent travelers, clients, recruits, and guests.
Support complex itineraries, VIP partner requests, traveler emergencies, and other time-sensitive needs by coordinating with the Travel Manager, TMC, and vendors.
Monitor active itineraries and assist with delays, cancellations, rebooking, and other travel disruptions.
Partner with the TMC to resolve complex travel issues, service concerns, disruptions, and escalations.
Promote a positive traveler experience while balancing policy compliance, cost considerations, and sound judgment.
Track service issues, recurring travel concerns, and vendor follow-up items; share observations and suggested improvements with the Travel Manager when appropriate.
Coordinate executive car service requests, including domestic and international ground transportation for VIP partners, clients, recruits, traveler emergencies, and special firm events.
Communicate regularly with travelers, assistants, internal stakeholders, and preferred transportation providers to confirm details, manage changes, and resolve service issues.
Track car service performance, traveler satisfaction, safety standards, contract-related requirements, and recurring vendor concerns.
Assist with supplier review activities by gathering service feedback, usage information, and potential savings opportunities for review by the Travel Manager.
Track travel alerts and global events that may affect firm personnel and escalate relevant issues to the Travel Manager.
Assist with emergency response protocols and traveler tracking initiatives.
Provide coordination support for business continuity and crisis-response activities related to travel.
Coordinate group travel arrangements for attorney retreats, partner meetings, recruiting events, training programs, and firm-sponsored conferences.
Coordinate with internal stakeholders and external vendors to support event logistics, travel needs, and budget tracking.
Collaborate with hotel partners to ensure service quality, favorable terms, and appropriate accommodation for firm personnel and guests.
Assist with supplier review activities by gathering hotel feedback, usage information, and potential savings opportunities for review by the Travel Manager.