Travel Account Coordinator

SEIU Local 2015 – Travel Coordinator Location: California – Statewide Support Department: Administration Reports To: Deputy Director of Administration Status: Full-Time | Non-Exempt About SEIU Local 2015 SEIU Local 2015 is the largest union of long-term care workers in California, representing more than half a million home care, skilled nursing facility, and assisted living center workers across the state. Our members are united in their commitment to caring for California’s older adults and people with disabilities while building worker power and stronger communities. Our mission is to unleash the collective power of long-term care workers, their families, and their communities to advance economic and social justice. We are committed to building an anti-racist organization grounded in equity, justice, and cross-difference solidarity. To learn more, visit seiu2015.org. About The Role SEIU Local 2015 is seeking a highly organized, responsive, and service-oriented Travel Coordinator to administer statewide travel and transportation services for staff, executive leaders, members, member organizers, interns, and organizational events. The Travel Coordinator oversees high-volume, time-sensitive travel arrangements, including flights, hotels, rental vehicles, trains, shuttles, executive transportation, and charter buses. Serving as the organization’s primary administrator for BCD Travel and Concur, this position manages travel profiles, booking permissions, itinerary support, policy compliance, credit-card documentation, expense reconciliation, and user training. The position also coordinates organizational vehicle records, maintenance, insurance claims, certificates of insurance, registration and Department of Motor Vehicles requirements. Working closely with Finance, Administration, Human Resources, regional teams, vendors, and organizational leaders, the Travel Coordinator helps ensure that travel and transportation needs are handled accurately, efficiently, and in accordance with organizational policies. Because union travel frequently supports urgent campaigns, member actions, Executive Board meetings, conferences, and statewide events, the Travel Coordinator must be able to manage changing priorities, solve problems calmly, and provide emergency or after-hours assistance when required. Key Responsibilities Statewide Travel Coordination Serve as SEIU Local 2015’s Statewide Travel Administrator and oversee the timely processing of travel requestsCoordinate high-volume travel for staff, executive leaders, Training Center staff, members, member organizers, interns, Executive Board members, and organizational guestsArrange flights, hotels, rental vehicles, trains, shuttles, executive transportation, charter buses, and other ground transportationDevelop accurate and complete travel itineraries for individuals and groups attending meetings, trainings, conferences, campaigns, member actions, and organization-wide eventsProcess statewide travel requests, including regional, departmental, political, Executive Board, and All-Staff travelReview travel requests for accuracy, required approvals, policy compliance, cost effectiveness, accessibility needs, and completeness before bookingRespond to last-minute changes, cancellations, disruptions, and emergency travel needs throughout CaliforniaProvide emergency and after-hours travel assistance as organizational needs requireCommunicate confirmations, itineraries, changes, travel requirements, and relevant instructions clearly and promptlyMaintain organized travel records, supporting documentation, and booking histories BCD Travel & Concur Administration Serve as an administrator for BCD Travel, Concur, and related travel platformsWork closely with BCD Travel regarding travel policies, booking changes, credit-card authorizations, approval permissions, and staff travel requestsCreate and maintain Concur profiles for new staff and other authorized travelersCoordinate with Human Resources and other departments to process profile changes, access updates, employment-status changes, and organizational informationManage user permissions, approver assignments, booking access, and traveler informationProvide Concur orientation and training for new staff and refresher training for current staff as neededTroubleshoot routine booking, access, authorization, and profile issues and escalate complex matters to the appropriate provider or internal partnerMonitor travel-system practices and recommend improvements that strengthen accuracy, compliance, efficiency, and the traveler experience Credit-Card Review & Expense Reconciliation Review online organizational credit-card charges daily for accuracy, authorization, appropriate coding, and required documentationCompile complete receipts, invoices, confirmations, approvals, and other backup documentation for credit-card transactionsInvestigate missing, incomplete, duplicate, or questionable transactions and follow up with staff, managers, vendors, and other parties to obtain required informationPrepare the monthly credit-card charge summary and submit complete supporting documentation to the Staff Accountant within required timelinesLead the monthly reconciliation of statewide travel expenses and work with Finance to address discrepancies and outstanding itemsResearch and provide documentation for audits, reconciliations, financial reporting, and internal reviewsPrepare miscellaneous travel, expense, reconciliation, and operational reports as requestedProcess purchase orders and invoices related to hotels, conference registration, charter buses, travel services, and assigned departmental needsProcess bank deposits and other financial-administrative transactions as assignedMaintain accurate records and internal controls in accordance with organizational policies and Finance requirements Vehicle, Insurance & Transportation Administration Oversee administrative requirements for union-owned and rented vehicles, including vehicle-use approvals, maintenance, repairs, registration, insurance, and Department of Motor Vehicles documentationMaintain custody and accurate tracking of keys for union vans and other unused organizational vehiclesMaintain current vehicle inventories, maintenance schedules, repair records, registration documents, insurance information, and related filesCoordinate with staff, repair providers, rental agencies, insurance carriers, and vendors regarding vehicle maintenance, repairs, accidents, damage, and claimsProcess insurance claims related to union-owned vehicles and rental vehiclesProcess certificates of insurance for meetings, events, offices, and regional or departmental activitiesTrack and coordinate the resolution of vehicle-related fines, tickets, tolls, and penalties with the responsible staff and appropriate departmentsProvide payroll processors with approved information regarding staff eligibility for vehicle or car allowancesCoordinate charter-bus requests for regions and departments, including quotes, scheduling, confirmations, on-site coordination, and invoice processingDevelop and maintain productive relationships with hotels, transportation providers, and other travel vendors throughout California Accessibility, Service & Organizational Support Coordinate reasonable travel and transportation arrangements associated with approved accessibility and Americans with Disabilities Act needsServe as a responsive point of contact for staff, members, leaders, and departments seeking travel-related information or assistanceCommunicate professionally with staff, management, members, vendors, and external partners when requesting information or resolving issuesSupport statewide meetings, campaigns, conferences, member actions, Executive Board meetings, and organization-wide eventsProvide travel assistance and operational support as directed by the Deputy Director of Administration and SEIU Local 2015 executivesCoordinate with administrative support staff and provide guidance regarding assigned travel, reconciliation, transportation, and vehicle-management activitiesGather and maintain information for Agency Fee Payer Time Distribution Reports when requestedProtect confidential financial, personnel, traveler, payment, and organizational informationPerform other duties and special projects as assigned to support the department and the mission of SEIU Local 2015 Qualifications Required Qualifications Two to four years of progressively responsible experience coordinating high-volume travel, accounting or expense administration, financial operations, office administration, or a closely related functionExperience booking a high volume of travel arrangements, including air travel, hotels, rental vehicles, and ground transportationExperience reviewing transactions, reconciling expenses, maintaining receipts and supporting documentation, or processing invoices and purchase ordersWorking knowledge of modern office operations, administrative procedures, recordkeeping, and customer-service practicesStrong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and TeamsAbility to learn and effectively administer travel, expense, accounting, and other technology platformsStrong organizational, time-management, and follow-through skills with exceptional attention to detailAbility to manage multiple time-sensitive priorities, frequent changes, and competing deadlines in a fast-paced environmentExcellent written, verbal, and interpersonal communication skillsAbility to communicate confidently and professionally with staff, management, members, vendors, and outside parties when requesting information or resolving issuesStrong problem-solving skills and the ability to respond calmly and resourcefully to travel disruptions and emergenciesAbility to work independently, exercise sound judgment, and appropriately escalate concernsAbility to maintain accurate and confidential financial, traveler, personnel, and organizational recordsAbility to type at least 35 words per minute with accuracyAbility and willingness to provide occasional after-hours support and travel within California as requiredCommitment to the mission and values of SEIU Local 2015 An equivalent combination of relevant education, training, and experience that provides the required knowledge, skills, and abilities will be considered. Preferred Qualifications High school diploma or recognized equivalentExperience administering BCD Travel, Concur, or a comparable corporate travel and expense platformExperience coordinating travel for executives, large groups, statewide events, conferences, or geographically distributed teamsExperience with organizational credit-card reconciliation, accounting software, expense reporting, or audit supportExperience coordinating charter buses, fleet operations, vehicle maintenance, insurance claims, or DMV requirementsExperience supporting accessibility-related travel or transportation arrangementsExperience working in a labor union, nonprofit, advocacy, community-based, or other mission-driven organizationExperience developing relationships with hotels, transportation providers, travel agencies, and other vendorsFamiliarity with purchase orders, invoice processing, financial controls, and records-retention practicesValid California driver’s license Core Competencies The Successful Travel Coordinator Will Demonstrate Travel Coordination & Logistics Ability to organize complex individual and group travel accurately, efficiently, and within established policies and timelines. Financial Accuracy & Accountability Ability to reconcile expenses, maintain complete supporting documentation, identify discrepancies, and follow established internal controls. Planning & Organization Ability to manage high volumes of requests, records, deadlines, itineraries, and follow-up items while maintaining accuracy. Problem-Solving & Adaptability Ability to respond calmly and resourcefully to urgent requests, cancellations, delays, changing schedules, and competing priorities. Service Orientation Commitment to providing responsive, respectful, accessible, and solutions-focused support to staff, members, leaders, and organizational partners. Communication & Relationship Building Ability to communicate clear travel instructions, obtain missing information, resolve issues, and maintain effective relationships with internal and external partners. Technology & Systems Administration Ability to administer travel and expense platforms, maintain accurate user information, troubleshoot routine issues, and train users effectively. Judgment, Discretion & Confidentiality Ability to exercise sound judgment and protect sensitive financial, personnel, traveler, payment, and organizational information. Equity & Inclusion Commitment to coordinating accessible and inclusive travel experiences for individuals from diverse backgrounds, identities, roles, and communities. Success in This Role A Successful Travel Coordinator Will Ensure statewide travel is booked accurately, efficiently, cost-effectively, and in accordance with organizational policiesProvide staff, members, leaders, and guests with timely communication and dependable support throughout the travel processMaintain accurate travel, expense, credit-card, vehicle, insurance, and vendor recordsComplete monthly reconciliations and supporting documentation within established Finance deadlinesRespond effectively to urgent changes and emergency travel needs while maintaining composure and sound judgmentStrengthen the systems, workflows, vendor relationships, and internal controls that support statewide travel operationsBuild trusted partnerships across Finance, Administration, Human Resources, regional teams, executive leadership, and external service providers Work Environment & Travel Requirements Work is generally performed in an office or remote administrative setting and requires frequent use of computers, telephones, travel platforms, financial systems, and standard office equipment. Working in the labor movement can be demanding and may require long or irregular hours, including early mornings, evenings, weekends, holidays, or overtime, particularly when responding to emergencies or supporting campaigns, member actions, Executive Board meetings, conferences, and organization-wide events. Some travel throughout California may be required. The position may also require extended periods of sitting and working at a computer. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position. This job posting describes the primary responsibilities of the role but is not intended to include every activity, duty, or responsibility that may be assigned. Commitment to Equity SEIU Local 2015 is committed to building an anti-racist organization and advancing equity, justice, inclusion, and solidarity across differences. We strongly encourage candidates from historically underrepresented backgrounds and communities to apply. Equal Opportunity Employer SEIU Local 2015 is an equal opportunity employer. We value diversity and are committed to maintaining an inclusive, equitable, and accessible workplace. Employment decisions are made without regard to race, religion, color, national origin, ancestry, sex, gender, gender identity or expression, sexual orientation, age, marital status, medical condition, genetic information, veteran status, disability, or any other characteristic protected by applicable law. Don’t Meet Every Qualification? Please apply anyway. Research shows that women, LGBTQ+ individuals, people of color, people with disabilities, and candidates from other historically underrepresented communities may be less likely to apply unless they meet every listed qualification. SEIU Local 2015 values relevant experience, transferable skills, community knowledge, and demonstrated ability—not only formal educational credentials. If you are excited about this opportunity, possess relevant skills or experience, and share our commitment to economic and social justice, we encourage you to apply.