Travel Specialist

Job Title: Travel Specialist

Company Background: Frequentis USA Inc. is dedicated to creating a safer world. With over 75 years of experience, Frequentis understands controllers in safety critical situations encounter new challenges daily. Our mission is to develop and market highly reliable, optimized, custom-tailored, and user centric communication and information systems for mission critical solutions. As an industry leader in voice communication data information systems, we create a safer world through integration, digitalization, and automation while maintaining world class safety standards. We proudly serve many U.S. government agencies including the FAA, DoD, and NASA. Safety as our number one priority pushes us to constantly learn about the ever-changing needs in safety critical environments to deliver innovative solutions.

Job Duties Summary:

The Travel Specialist is responsible for managing and coordinating all business travel arrangements for employees and subcontractors across the organization. This role ensures efficient, cost-effective, and compliant travel planning while delivering a high level of service and support to internal stakeholders.

The Travel Specialist acts as the central point of contact for corporate travel, working closely with employees, leadership, finance, HR and external vendors to facilitate seamless domestic and international travel experiences.

Major Functional Areas and Description of Duties:

Core duties and responsibilities include the following. Other duties may be assigned.

Travel Coordination & Booking

· Plan, book, and manage domestic and international travel arrangements, including flights, accommodations, ground transportation, and visa support if required

· Ensure all travel bookings comply with company travel policies and cost guidelines

· Optimize travel itineraries to balance efficiency, cost-effectiveness, and employee convenience

Policy Compliance & Administration

· Enforce company travel policies and provide guidance to employees on travel procedures

· Monitor travel expenses for compliance and escalate deviations as needed

· Maintain and update travel policies, procedures, and guidelines in collaboration with HR/Finance

Vendor & Agency Management

· Act as primary liaison with travel management companies (TMCs), airlines, hotels, and other service providers

· Negotiate and maintain preferred vendor agreements where applicable

· Monitor vendor performance and service quality

Travel Support & Issue Resolution

· Provide real-time support to travelers, including handling itinerary changes, cancellations, or emergency situations

· Manage disruptions such as delays, cancellations, or travel restrictions efficiently

· Ensure traveler safety by aligning with company risk management and duty of care obligations

· Provide guidance on travel insurance matters and support the processing of related insurance claims

Cost Control & Reporting

· Track travel expenses and identify opportunities for cost savings and process improvements

· Generate regular reports on travel spend, trends, and policy compliance

· Support budgeting and forecasting for travel-related costs

· Support travel invoicing for programs

Process Improvement & Systems

· Drive continuous improvement of travel processes and systems

· Support implementation and optimization of travel booking tools and expense systems

· Ensure accurate data maintenance in travel systems

Qualifications:

· Bachelor’s degree in Business Administration, Hospitality, or a related field (or equivalent experience)

· 2–5 years of experience in corporate travel management, travel coordination, or similar role

· Experience working within an internal corporate environment preferred

Skills & Competencies

· Strong organizational and multitasking skills with attention to detail

· Excellent communication and stakeholder management skills

· High service orientation and ability to manage urgent requests under pressure

· Solid understanding of travel booking systems and expense tools

· Analytical mindset with ability to track and interpret travel data

· Knowledge of travel regulations, visa requirements, and international travel logistics

· Proficiency in Microsoft Office and enterprise systems (e.g., SAP Concur, travel platforms)

Special Notations or Conditions of Employment

· Job-related background check will be required.

· US citizen or Greencard Holder

Frequentis is an Affirmative Action/Equal Opportunity Employer. Frequentis provides equal employment opportunity for all persons, in all facets of employment. All qualified applicants are encouraged to apply for any open position and will receive consideration for employment without regard to race, color, religion, age, gender, sexual orientation, gender identity, national origin, citizenship status, marital status, genetic information, disability, protected veteran status or any other legally protected characteristic. Frequentis maintains a drug free workplace and performs background checks.