Travel Operations Coordinator

About the role

Alfred Street Baptist Church (ASBC) is a vibrant, faith‑driven community committed to serving God and the people around us. ASBC is home to over 12,000 members and has more than 80 ministries dedicated to building disciples to win the world for Christ. The church values collaboration, service, and excellence and seeks team members who share that commitment. The Travel Operations Coordinator serves as the enterprise owner of ASBC’s travel and expense program (SAP Concur) and consolidates several ASBC‑wide operational functions requiring centralized accountability. This role administers the full travel lifecycle—policy enforcement, system administration, vendor management, and expense compliance—while supporting HR operations through background check coordination, office space management, and cross‑departmental project coordination. The ideal candidate combines strong systems administration skills with exceptional organizational abilities, policy acumen, and a collaborative approach to driving operational excellence across the organization.

Responsibilities

• Serve as the primary SAP Concur system administrator: managing user setup, profile configuration, approval workflows, expense categories, and system updates.
• Own the end‑to‑end travel and expense process: travel requests, booking coordination, expense report submission, reconciliation, and reimbursement tracking.
• Monitor and enforce ASBC’s travel and expense policy, tracking submission compliance and following up with travelers to maintain ≥90% post‑travel submission rates.
• Conduct periodic audits of travel and expense transactions to identify policy violations, cost‑saving opportunities, and recommend policy revisions.
• Manage relationships with travel and expense vendors including Concur and Gantt Travel (or successor travel management company).
• Coordinate administration of the ASBC Uber Business account, including user management, policy settings, and usage monitoring.
• Evaluate and implement Concur program enhancements to improve traveler experience and organizational efficiency.
• Partner with Finance on expense reconciliation, journal entries, and travel spend reporting.
• Serve as the travel and logistics coordination lead for staff needs related to offsite church‑wide events; partner with event point‑of‑contact leads to identify staff travel requirements, coordinate bookings, and manage ground transportation.
• Develop event‑specific travel guidance and communications for traveling staff, including itineraries and reimbursement procedures.
• Serve as the centralized owner of background check processing for all ministry volunteers and Church Council members; manage the full background check lifecycle: initiation, vendor coordination, status tracking, adjudication support, and record maintenance.
• Track renewal cycles and maintain confidential records of all background check results.
• Partner with the HR Director on adjudication decisions and evaluate vendor performance.
• Develop and deliver traveler training on Concur booking, expense reporting, and ASBC travel policy, including onboarding and refresher sessions.
• Create and maintain user guides, FAQs, quick reference materials, and intranet resources.
• Manage office and workspace assignments, coordinating with Facilities and department leaders on space planning and new hire setup.
• Develop and maintain standard operating procedures (SOPs) and identify process improvements to drive operational efficiency.

Qualifications

• Strong systems administration skills, particularly with SAP Concur.
• Exceptional organizational abilities.
• Policy acumen and ability to enforce travel and expense policies.
• Collaborative approach and ability to drive operational excellence.
• Experience managing vendor relationships (travel management companies, Uber Business account).
• Background in background check coordination and HR support.
• Office space management and facilities coordination experience.
• Training development and delivery skills; ability to create user guides, FAQs, and SOPs.
• Strong communication skills for developing travel guidance and communications.
• Analytical skills for auditing transactions and identifying cost‑saving opportunities.
• Ability to partner effectively with Finance and HR directors.