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Job Title: Corporate Travel Specialist
Department: Administration
FLSA Status: Non-Exempt
Cost Center: US100004HA - Logistics
Summary
The Corporate Travel Specialist coordinates and communicates travel plans to all BLM GROUP employees according to company policy. The Corporate Travel Specialist is also responsible for BLM GROUP's corporate fleet vehicle program, assistance with expense reporting, and assists as needed with the company credit card program.
Essential Functions
The duties listed below are the specific duties and tasks that someone in this position must accomplish.
• Coordinate domestic and international travel arrangements for the entire organization. Maintain system of required documentation for ease of retrieval.
• Prepare required entry documents for employees traveling internationally (e.g. invitation letters, visas, etc.).
• Arrange routine and complex travel, coordinating plans for any air, car, and hotel accommodations needed, and ensure arrangements are communicated to both the employee and manager. This may include domestic and international travel.
• Ability to be flexible as plans change and communicate those changes to all necessary parties.
• Review and approve expense reports, and follow up with internal team members when they are late or not turned in.
• Request reimbursement from employees that charge unauthorized items on company credit cards.
• Work globally with multiple BLM GROUP sites, in different time zones, as needed.
• Be available to receive calls from employees having changed travel plans.
• Continually seek strategic initiatives to explore cutting edge travel technologies and/or websites.
• Be highly proficient in monitoring current market conditions and adjusting partnerships based on company needs & preferences.
• Review travel related policies and processes to identify and recommend best practices.
• Schedules the company vehicle usage, develops and maintains system for tracking maintenance of vehicles, distributes keys and necessary paperwork for employees use while driving, ensures insurance is up to date and all vehicles that go out have necessary safety items and paperwork, and monitors vehicles upon their return for damage, cleanliness, gas usage, mileage, etc.
• Contact customers and guests before their visits to BLM to communicate preferred amenities to help them acclimate to the area.
• Be responsible for completing invoices, matching and reconciling cost of issued services to final billing.
• Be available to work the required overtime necessary to complete work necessary for operational concerns.
• Other duties as assigned by management.
Qualifications
• At least five (5) years of experience managing domestic and international travel activities.
• Ability to lead vendor negotiations and communicate effectively.
• Previous experience with Concur required.
• Ability to maintain confidentiality regarding employee situations.
• In depth knowledge of North America and Italy geography and/or ability to understand distances between points of travel.
Knowledge, Skills, and other Abilities
• Highly proficient in MS Office, including Word, Excel, PowerPoint, Adobe & Outlook.
• Highly organized; thorough and efficient; methodical and detailed worker.
• Able to work independently