Travel Coordinator

Description

The Travel Coordinator is responsible for managing all aspects of travel for Alutiiq IMAP employees. This includes, but is not limited to, booking airline tickets, securing lodging reservations, coordinating transportation, processing travel documents, and assisting with passport and visa applications and renewals. The role requires a strong understanding of international travel requirements, entry regulations, and compliance with Federal Travel Regulations (FTR) and/or Joint Travel Regulations (JTR). The Travel Coordinator serves as a key liaison with internal teams and external vendors, ensuring seamless travel arrangements. The ideal candidate must thrive in a fast-paced environment, effectively multitask to meet contract deadlines, and demonstrate exceptional organizational and communication skills.

Role And Responsibilities

• Create Traveler profiles for all program employees using Concur® Travel
• Work with Travel Management Company to secure travel arrangements (i.e. air, lodging, etc.) per contract regulations (i.e. FTR/JTR)
• Assist with interpretation and guidance of the Federal Travel Regulations and/or Joint Travel Regulations
• Obtain, store, and provide archived travel itineraries upon request
• Coordinate with foreign site locations to provide travel details for small maintenance teams
• Advise employees on special or adverse conditions as they relate to individual travel plans
• Staying informed about current international travel advisories, political situations, and health concerns in various destinations.
• Help resolve travel billing discrepancies and travel concerns as they arise with the ability to escalate as needed
• Act as a primary contact with embassies, consulates and government agencies resources to maintain and obtain visa/passport requirements
• Communicate effectively with internal and/or external points of contacts on multiple trips
• Reconciliation of corporate travel credit card
• Provide and monitor security/life safety concerns for program personnel traveling abroad
• Gather and review application documents to ensure accuracy and compliance with relevant visa and passport regulations
• Liaise with embassies and consulates to track application statuses and address any inquiries or issues promptly
• Coordinate with courier services for secure document delivery and pick up
• Maintain strict confidentiality and data security when handling sensitive client information
• Advise and assist travelers with required passport and visa documentation and travel restrictions
• Gather, review and process applications for visas and passports to ensure accuracy and compliance with foreign regulations.
• Maintain meticulous records for tracking and controlling passport/visas to avoid expiration lapses or delays.
• Other duties as assigned
  
  

Deliverables May Include

• Travel tickets
• Lodging reservations
• Credit card reconciliation for travel tickets
• Other duties as assigned to help fulfill contract requirements
  
  

Requirements

• Top Secret Clearance; is preferred. At minimum, the ability to complete a background investigation to obtain a Secret Clearance
• Minimum of High School Diploma with 4 years of professional experience and/or Bachelor’s degree with 2 years of professional experience
• 2 year’s experience in travel coordination, with 1 year’s experience with overseas travel coordination
• 1 year’s experience of passport and/or visa processing, is preferred
• Ability to work in a fast-paced environment, multi-task, and communicate clearly and effectively verbally as well as written
• High level of proficiency with Microsoft Office Suite
• Travel Agent Certificate is preferred, but not required
  
  

Preferred Qualifications, Skills, & Experience

• Excellent oral and written communication skills
• Strong willingness to learn new technology
• Great organizational skills
• Ability to self-manage