Travel Coordinator

Northwest Portland Area Indian Health Board•Portland, OR

7d•$25 - $30•Onsite

About The Position

The Travel Coordinator arranges business-related travel for NPAIHB employees and other authorized travelers, ensuring that arrangements are efficient, cost-effective, and consistent with organizational policies, procedures, approved budgets, and funding requirements. The role is a central resource for travel planning, reservations, approvals, documentation, and routine travel-related issue resolution. It requires strong organizational, logistical planning, customer service, and problem-solving skills, along with the ability to interpret and communicate policies and maintain accurate records. The position is part of NPAIHB’s Finance team, which supports financial operations, purchasing, travel administration, accounting, and related administrative functions. The Finance team has approximately seven staff members. The role reports to the Director of Finance and is housed in the Finance Department. The position is based on-site at NPAIHB’s Portland, Oregon offices, subject to applicable workplace and telework policies and designated in-person meetings and activities. Local travel is infrequent; overnight travel outside the area is required approximately 10% of the time. The role is full-time, regular, and benefits-eligible, and is classified as non-exempt. External applicants must serve a minimum six-month probationary period; internal applicants must do so when duties change significantly.

Requirements

High school diploma or equivalent.
At least two years of professional experience in business travel coordination, administrative operations, purchasing, hospitality, or a closely related field demonstrating relevant knowledge, skills, and abilities.
Advanced proficiency with Microsoft Word, Excel, PowerPoint, Teams, SharePoint, and Adobe Acrobat.
Strong written communication skills, including preparing clear and accurate correspondence, travel instructions, itineraries, and related documentation.
Discretion, tact, knowledge, and judgment when working with federal, Tribal, and other professionals and facilitating participation and partnership in travel activities.
Excellent interpersonal skills and cultural humility, with the ability to work effectively across cultural contexts.
Ability to learn and effectively use travel booking, expense management, and accounting systems.
Ability to research and compare travel options, evaluate pricing and availability, identify cost-effective alternatives, and interpret travel-related information accurately.
Ability to work effectively with minimal supervision, exercise initiative, and make independent decisions and recommendations.
Ability to complete tasks accurately and in a timely manner.
Ability to perform essential duties efficiently and accurately, with or without reasonable accommodation, without posing a significant safety threat to self or others.
Ability to meet the position’s physical requirements, including occasional lifting or carrying of luggage or work supplies weighing up to 50 pounds during travel or field work.

Nice To Haves

Associate degree in hospitality, tourism, business administration, accounting, or a closely related field.
At least one year of professional experience working with Tribes, Tribal organizations, Tribal communities, or Tribal health clinics.
Direct experience working with Northwest Tribes.
Advanced knowledge of business travel coordination, including airline and lodging reservations, transportation arrangements, travel pricing, and applicable industry practices.
Intermediate proficiency with accounting, purchasing, travel booking, or expense management systems, preferably Sage Intacct, Expensify, or comparable software.

Responsibilities

Coordinate NPAIHB business travel in accordance with organizational policies, approved budgets, funding requirements, and program and department needs.
Identify opportunities to improve travel coordination, resolve recurring issues, reduce unnecessary costs, and strengthen service efficiency and reliability.
Maintain effective working relationships with airlines, lodging providers, rental car companies, travel agencies, and other travel-related vendors.
Guide and assist employees and other authorized travelers with travel policies, procedures, forms, approval requirements, and reimbursement processes.
Research and compare transportation, lodging, and other travel options to find cost-effective arrangements that meet approved needs, rate limits, scheduling requirements, and policies.
Coordinate and book approved business travel, including airfare, lodging, rental vehicles, and other necessary transportation.
Prepare and distribute itineraries, reservation confirmations, schedules, and other relevant travel information.
Review travel requests for accuracy, completeness, approvals, funding information, and policy compliance; follow up to resolve missing or inconsistent information before booking.
Review travel expense reports, receipts, and supporting documentation for accuracy, completeness, and policy compliance.
Assist with reconciliation of travel transactions and resolve discrepancies with travelers and Finance staff.
Enter travel transactions and reimbursement information into designated accounting and expense management systems, including Sage Intacct, as assigned, and coordinate accurate and timely processing.
Maintain organized travel records, including requests, approvals, reservations, itineraries, receipts, and supporting documentation, in accordance with policies, funding requirements, and retention procedures.
Maintain travel schedules, tracking systems, and records for requests, reservations, approvals, deadlines, and follow-up actions.
Communicate travel updates, outstanding approvals, scheduling concerns, and other issues to travelers, supervisors, Finance staff, and other stakeholders, documenting significant decisions and follow-up.
Establish and maintain travel profiles and support administration of organizational credit cards, travel accounts, and approved vendor or loyalty programs under established procedures.
Support lodging arrangements and hotel agreements for NPAIHB meetings and events, including obtaining quotes, comparing rates and terms, and assisting authorized staff with contract negotiations and approvals.
Perform other duties as assigned by the Director of Finance, Executive Director, or designee.
Uphold NPAIHB’s mission, values, and vision; maintain confidentiality, professional integrity, impartiality, sound judgment, and respectful working relationships.
Plan and organize workload, communicate effectively, participate in required meetings, trainings, and organizational activities, and contribute to an inclusive workplace and a culture of service and professional excellence.