Job title: Administrative Coordinator / Travel Administrative Coordinator
Location: Rochester New York 14625
Duration: 6 months
Schedule: Mon-Fri, 9am-3pm, onsite Tues-Thurs. (Hybrid)

Core Responsibilities:

• Monitors travel department shared mailbox and responds to traveler questions and requests for assistance.
• Works with travelers to provide day to day guidance and raise awareness of travel policy. Maintains knowledge of travel policy. 
• Assists in the preparation of regularly scheduled reports.
• Provides back up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing.
• Perform light office duties: Data entry, ordering supplies etc.

Skills:

• Proficient in Microsoft Office products including MS Word, Excel and Power Point
• Strong oral and written communication skills
• Technology/technical aptitude
• Analytical and data reporting skills.

Experience:

• A minimum of 5 years’ Travel Industry experience required.  
• Travel Agency or Corporate Travel preferred.

Task:

Culture Shaping

• Update master spreadsheet with changes
• Respond to email requests (confirm process)
• CVENT - Remove person from CVENT and Add to New Event – send registration
• Connect with Culture Shaping Team / Admin w/ important changes/questions

New Meeting Request Validation

• Review new requests as they come in
• Confirm all data elements are included, including Participant List
• Reach out to requestor for any clarifying data needs
• CVENT - Update event info to ensure the form is complete
• Work with Julie to review current capacity and allocate to meeting planner in CVENT

Meeting Planning Administrative Support

• Route contracts for signature
• CVENT - Use travel confirmation templates to send Confirmation to attendees (when given the “GO” signal from meeting planner)
• Assemble Executive Level Itineraries, in a timely manner, to support polished experience
• Assist in execution of regular reports (e.g. status updates to MT leaders)

Office Administration Assistance

• Shipping assistance
• Invoice tracking – ensure bills are being paid in timely fashion
• Provides back up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing.

BONUS: Project Management Support

• Monitor and track progress on each of our Meetings & Events
• Manage Budgets for Top 20 Meetings & Events, updating when contracts are signed and final costs are incurred
• Gather AI assistant notes from each meeting and track Next Steps for Top 20 Meetings & Events

 
 
At SPECTRAFORCE, we are committed to maintaining a workplace that ensures fair compensation and wage transparency in adherence with all applicable state and local laws. This position’s starting pay is: $ 25.00/hr.