The candidate must reside in San Antonio or the direct surrounding area.
PRIMARY FUNCTION/RESPONSIBILTY
The Travel Coordinator is responsible for planning, organizing, and managing all travel and fleet related logistics for all program participants. This role ensures travel and fleet arrangements are cost-effective, efficient, and aligned with the organization's mission, policies, and budget. The coordinator also supports event logistics, maintains vendor relationships, and ensures compliance with travel guidelines.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Arrange domestic travel, including flights, lodging, ground transportation, itineraries, and fleet reservations.
- Support travel and fleet logistics for field operations, conferences, and special events.
- Ensure all arrangements comply with organizational travel and fleet policies and budget constraints.
- Prepare and distribute detailed travel and fleet itineraries and relevant documentation.
- Maintain accurate travel and fleet records, reservations, and expense documents.
- Provide on-call support for travelers during active trips when needed.
- Ensure all travel meets safety standards and organizational risk-management guidelines.
- Stay updated on travel advisories, health requirements, and region-specific regulations.
- Assist with incident reporting and follow-up when travel disruptions or emergencies occur.
- Coordinate logistics for conferences, site visits, and field missions.
- Collaborate with program teams to support travel and fleet needs for program participants and partners.
- Manage group bookings and onsite logistics as needed.
- Performs other related duties as assigned.
QUALIFICATIONS
Required:
- Associate's degree and at least two years of related experience required.
- Experience in travel coordination, administrative support, event planning, or related roles-nonprofit experience preferred.
- Strong organizational and time-management skills with high attention to detail.
- Excellent communication and customer-service skills.
- Ability to manage multiple priorities and work in fast-paced environments.
- Proficient with Microsoft Office Suite or related software.
- Advanced knowledge of Microsoft Excel and Outlook.
Preferred:
- Prior experience in a nonprofit, international development, or mission-driven environment.
- Knowledge of federal grant regulations (e.g., U.S. government per diem rules).
Certifications/Licenses/Registrations:
- Valid Texas Driver's License, good driving record, ability to provide own transportation and proof of current automobile insurance.
- Pending trainings as required for position.
PHYSICAL/MENTAL REQUIREMENTS
- Body mobility to stoop, kneel, bend, reach, and walk (roll) short distances in order to operate equipment.
- Stamina to work long days and drive long distances.
- Moderate to heavy lifting up to 60 pounds.
- Must have the ability to communicate both verbally and in writing.
- Must have the ability to give and receive verbal and written instructions.
- Must have the ability to read fine print, have sustained vision, and peripheral vision.
- Environment requires dexterity to remain calm and adapt to fast paced and emotional environments consisting of children with moderate to severe emotional and psychological needs.
- Home-like settings with varying moderate to high degrees of background noise.
- Light and ventilation are found in a typical home setting.
- Campuses are smoke-free, except on permitted campuses in designated areas.
- Possible injury when lifting or moving if employee fails to use proper body mechanics, or if proper techniques are not used.
DESCRIPTION OF ORGANIZATIONAL RELATIONSHIP/REPORTING RELATIONSHIPS
Supervised by: Travel Manager
Supervises: N/A