Archived listing. The details below describe a past opening.
We are looking for Travel Administration Specialist to support a non-profit organization’s global travel operations from a fully remote setting. This Long-term Contract position is based in New York, New York, and will focus on coordinating international travel plans, maintaining accurate records, and helping travelers receive timely, policy-aligned support. The ideal candidate brings strong travel administration experience, excellent organizational skills, and the ability to work effectively across multiple regions and time zones.
Responsibilities:
- Coordinate domestic and international travel arrangements, including flights, rail, lodging, ground transportation, meeting venues, and group itineraries.
- Maintain a centralized travel schedule and work closely with internal stakeholders and external travel partners to keep plans current and organized.
- Review reservations, traveler details, ticketing information, and expense coding to confirm accuracy, policy adherence, and cost awareness.
- Research entry requirements, visa needs, health guidance, mileage considerations, and available traveler benefits to support smooth trip planning.
- Track service performance from travel vendors, address issues promptly, and escalate concerns when necessary to protect traveler experience.
- Organize travel documentation and administrative records to support reporting, audit readiness, and internal monitoring.
- Assist with traveler setup activities such as profile updates, access coordination, location tracking, and onboarding to travel processes.
- Prepare routine reports on travel spending, compliance patterns, and cost trends to support program oversight.
- Reconcile monthly travel-related expenses and process payment requests, including checks and wire transfers, within required timelines.
- At least 5 years of experience in travel services, travel coordination, or travel administration, with a strong attention to detail.
- Background supporting international travel logistics, preferably in a global organization or mission-driven environment.
- Demonstrated ability to manage complex schedules, shifting priorities, and multiple deadlines with strong attention to detail.
- Strong written and verbal communication skills, with the ability to collaborate across cultures and time zones.
- Proficiency in Microsoft Office, especially Excel, along with comfort using databases, web-based tools, and modern digital platforms.
- Solid analytical and problem-solving skills, including the ability to work accurately with numbers and travel-related data.
- Experience providing high-quality administrative and customer support in a fast-paced remote or distributed work environment.