Corporate Travel Specialist

Be part of a manufacturer like no other. When you work with the world's most innovative companies, you know you're making a difference. Our clients are the game changers, leaders, and investors who fuel the global innovation economy—the businesses behind the next fabrication breakthroughs and the visionaries whose new technologies could transform the way people live and work. They come to BLM GROUP USA for our expertise, deep network, and nearly sixty years of experience in the industries we serve, and to partner with diverse teams of passionate, enterprising BLMers dedicated to an inclusive approach to helping them grow and succeed at every stage of their business. Join us at BLM GROUP USA and be part of bringing our clients' world-changing ideas to life.

About the role

The Corporate Travel Specialist coordinates and communicates travel plans to all BLM GROUP employees according to company policy. The role is also responsible for BLM GROUP’s corporate fleet vehicle program, assistance with expense reporting, and support for the company credit card program.

Responsibilities

• Coordinate domestic and international travel arrangements for the entire organization.
• Maintain a system of required documentation for ease of retrieval.
• Prepare required entry documents for employees traveling internationally (e.g., invitation letters, visas).
• Arrange routine and complex travel, coordinating air, car, and hotel accommodations, and ensure arrangements are communicated to both the employee and manager.
• Adapt to changing travel plans and communicate updates to all necessary parties.
• Review and approve expense reports, and follow up with internal team members when reports are late or missing.
• Request reimbursement from employees for unauthorized charges on company credit cards.
• Work globally with multiple BLM GROUP sites across different time zones.
• Be available to assist employees with changed travel plans.
• Seek strategic initiatives to explore cutting-edge travel technologies and websites.
• Monitor current market conditions and adjust partnerships based on company needs and preferences.
• Review travel-related policies and processes to identify and recommend best practices.
• Schedule company vehicle usage, track maintenance, distribute keys and necessary paperwork, ensure insurance is up to date, and monitor vehicles for damage, cleanliness, gas usage, and mileage upon return.
• Contact customers and guests before their visits to communicate preferred amenities.
• Complete invoices, match and reconcile costs of issued services to final billing.
• Work required overtime to complete operational tasks.
• Perform other duties as assigned by management.

Requirements

• 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.

Skills

• Highly proficient in MS Office, including Word, Excel, PowerPoint, Adobe, and Outlook.
• Highly organized, thorough, and efficient; methodical and detail-oriented.
• Able to work independently with minimal supervision.
• Ability to create, maintain, and manage a project plan.
• Ability to understand and meet deadlines and goals.
• Ability to work in a fast-paced environment.
• Excellent verbal and written communication skills.
• Strong listening, problem-solving, and analytical skills.
• Excellent time management skills.
• Able to meet deadlines and communicate them to other team members.
• Able to work effectively with all levels of team members.
• Fluent in Italian (preferred).

Qualifications

• A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years.

Benefits

• Medical, dental, and vision coverage.
• 401k with company match.
• Life and disability insurance.
• Additional benefits available.

Work Environment

• Primarily office-based; this is not a remote or hybrid position.
• Occasional travel for training or similar activities may be required.
• Works globally with multiple BLM GROUP sites in different time zones.
• Regular use of general office equipment, including computers, printers, fax machines, and telephones.

Physical Demands

• Regularly required to use hands to manipulate, handle, or feel objects, tools, or controls; reach with hands and arms; stand; talk and hear; walk; sit; climb or balance; stoop, kneel, crouch, or crawl.
• Must be able to lift or move up to fifteen (15) pounds.
• Specific vision abilities required include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Mental Demands

• Regularly required to use written and oral communication skills.
• Read and interpret data, information, and documents.
• Analyze and solve problems, use math and mathematical reasoning.
• Observe and interpret situations, learn and apply new information or skills.
• Work under deadlines and constant interruptions.
• Interact with staff and other organizations.
• Frequently deal with dissatisfied or quarrelsome individuals.