Travel Coordinator

Description

Reporting to the Travel Manager, we’re looking for a Travel Coordinator to support the team responsible for all staff travel throughout the year. This position will play a key role in planning/booking staff travel, problem solving in emergency situations, and post-event reporting.

The Travel Coordinator is a remote, work-from-home position with the potential for occasional weekend travel to Spartan Race Inc events in the US and Canada.

Major Duties and Responsibilities:

• Work closely with HR to update travel-related information and documents as part of the onboarding/offboarding process

• Review Race Travel Forecast and staffing to ensure accuracy of travel bookings

• Produce and communicate Travel Releases to event delivery teams

• Look for overlaps in dates, double bookings, and opportunities for direct race-to-race travel

• Compile responses to travel booking communications

• Confirm departure and return airport for contract/3rd party employees

• Arrange cost effective itinerary for contract/3rd party employees 

• Tracking of confirmed travel details to the Travel Grid

• Work with employees to determine cost effective solution if changes to booked travel are necessary

• Optimize arrival and departure times to reduce costs and increase efficiency

• Communication with travel partners, staff and leadership team on travel details and financial implications

• Develop improved processes to increase efficiency and reduce costs

• Follow up with Event Director and production team to ensure timely and accurate bookings for flights, cars, and trucks for all races

• Develop rental car plan based on consolidation of arrivals and departures

• Reserve trucks required for event teams

• Work with additional personnel for travel to non-race events (SGX workshops, Spartan Workout Tour, meetings, expos, etc)

• Assist in reconciliation of race travel and post-event reporting

• Manage yearly travel milestones and maintain tracking calendar of approaching deadlines

• Other duties as assigned

Qualifications

• 1-3 years of travel management experience

• Confident in Google suite, especially Google Sheets

• Ability to understand and uphold travel policies

• Highly detailed - an individual comfortable suggesting more efficient ways of delivering event services after working to quickly comprehend established operations

• Ability to hold one-self accountable and an aptitude for prioritizing multiple projects

• Strong sense of teamwork with the ability to foster relationships

• Proactive, solutions-oriented; familiarity with common travel difficulties and how to solve

• Capability to identify efficiencies and decrease costs while maintaining a quality workplace environment and product

• Collegial approach to a business environment and cooperative work style

• Exceptional verbal and written communication skills

• Valid Driver’s license is required