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Location: Boca Raton, FL
Work Arrangement: 100% Onsite
Assignment Duration: 8 months
Schedule: Monday–Friday, 8:00 AM – 4:30 PM
We are seeking a highly organized, detail-oriented Travel & Operations Coordinator to support employee travel arrangements, operational projects, and administrative activities across multiple teams. The ideal candidate will have experience coordinating travel logistics, managing multiple priorities, maintaining accurate records, and providing administrative and project support.
This role is best suited for a proactive, self-directed professional who takes ownership of assigned responsibilities, communicates effectively with internal stakeholders, and delivers results with minimal supervision. The successful candidate will be comfortable managing high-volume travel arrangements, tracking expenses, coordinating meetings, and supporting day-to-day operational activities.
This position requires 100% onsite attendance at the Boca Raton, FL office and is not eligible for remote or hybrid work. The assignment supports an immediate business need and provides an opportunity to demonstrate suitability for potential long-term career opportunities within the organization.
Coordinate employee travel arrangements, including flights, hotel accommodations, rental vehicles, and itinerary changes.
Serve as the primary point of contact for travelers, providing timely travel details, updates, and assistance with changes or issues.
Process and track employee per diem payments and travel-related expenses.
Maintain accurate project records, documentation, operational reports, and status updates.
Monitor project activities, identify potential issues or delays, and escalate concerns as appropriate.
Gather, organize, and consolidate information from multiple sources to prepare reports and project-readiness materials.
Coordinate meetings, prepare agendas, distribute meeting materials, document meeting minutes, and track follow-up actions.
Provide administrative and project coordination support to operational leaders and cross-functional teams.
Track travel and project-related costs and maintain associated expense reports and documentation.
Collaborate with internal stakeholders to ensure timely communication and successful completion of assigned activities.
Manage competing priorities and multiple deadlines while maintaining accuracy and attention to detail.
Work across multiple systems and databases to update information, track activities, and maintain organized records.
Provide responsive, professional customer service to employees and internal stakeholders.
Associate degree required, or High School Diploma/GED with at least 2 years of relevant experience.
Minimum of 4 years of professional experience in project coordination, operations support, administrative support, travel coordination, or a related field.
Demonstrated ability to work independently and manage responsibilities with minimal supervision.
Strong organizational, planning, and time-management skills.
Proven ability to manage multiple tasks and deadlines while maintaining accuracy and attention to detail.
Excellent verbal and written communication skills.
Experience coordinating travel arrangements and managing logistics.
Proficiency in Microsoft Office applications, including Excel, Outlook, Word, and Teams.
Experience working across multiple systems and databases simultaneously.
Strong customer-service skills and the ability to build positive working relationships across all organizational levels.
Bachelor's degree preferred, or High School Diploma/GED with 4 or more years of relevant experience.
Experience supporting operations, field teams, or multi-site organizations.
Experience tracking project costs, budgets, expenses, or operational metrics.
Experience processing travel expenses, reimbursements, or per diem payments.
Previous experience in a regulated industry, such as healthcare, manufacturing, pharmaceuticals, biotechnology, or life sciences.
The ideal candidate is someone who:
Takes ownership of assigned responsibilities and follows tasks through to completion.
Is highly organized, detail-oriented, and dependable.
Communicates proactively and keeps stakeholders informed.
Can manage multiple priorities while maintaining accuracy and responsiveness.
Enjoys coordinating travel, logistics, operational activities, and project support.
Works effectively with minimal supervision and is comfortable navigating multiple systems and processes.
Provides a high level of customer service and support to internal stakeholders.
Is interested in future career opportunities and professional growth.
This position requires daily onsite attendance at the Boca Raton, Florida office, Monday through Friday, from 8:00 AM to 4:30 PM. Remote and hybrid work arrangements are not available.
Position is offered by a no fee agency.