Travel & Lodging Coordinator

About the role

The Travel & Lodging Coordinator is responsible for managing hotel accommodations, apartment housing, visitor lodging, and approved ground transportation for employees and guests. This role ensures seamless travel logistics, accurate recordkeeping, timely communication, and compliance with company policies while delivering a positive experience for employees and visitors.

Responsibilities

• Lodging Coordination (35%)
  • Coordinate hotel, apartment, and visitor lodging arrangements for employees and guests.
  • Manage reservations, check-in/check-out schedules, and occupancy tracking.
  • Monitor lodging availability and ensure accommodations align with company standards and requirements.
• Transportation Coordination (20%)
  • Arrange approved ground transportation services, including company drivers, shuttle services, and airport pick-up/drop-off logistics.
  • Ensure transportation schedules are communicated accurately and executed efficiently.
• Vendor Management (20%)
  • Serve as the primary point of contact for hotels, property managers, landlords, and travel service providers.
  • Coordinate availability, pricing, service levels, and issue resolution with external vendors.
  • Foster positive vendor relationships to support operational needs and cost-effective solutions.
• Recordkeeping & Administrative Support (15%)
  • Maintain accurate lodging and transportation records, tracking logs, and occupancy data.
  • Review travel-related invoices for accuracy and route documentation for approval and payment processing.
  • Support reporting and documentation requirements related to travel and housing activities.
• Cross-Functional Coordination (10%)
  • Collaborate with Human Resources, Security, and department leaders to coordinate travel and lodging arrangements.
  • Ensure smooth arrivals, departures, and onboarding experiences for employees and visitors.

Requirements

• High School Diploma or equivalent.

Qualifications

• Preferred Associate's or Bachelor's degree in Business Administration, Hospitality Management, Tourism, or a related field.
• Two (2) or more years of experience in travel coordination, hospitality, administrative support, or a related role.

Skills

• Strong customer service and relationship management skills.
• Experience coordinating with external vendors and service providers.
• Excellent scheduling, organization, and recordkeeping abilities.
• Effective verbal and written communication skills.
• Proficiency with Microsoft Office and travel or reservation tracking systems.