Administrative Coordinator

We are looking for an Administrative Coordinator to join our team in Rochester, New York. This long-term contract position involves providing administrative and travel coordination support while ensuring compliance with organizational policies. The ideal candidate will bring a strong background in office administration and travel industry experience to help streamline processes and deliver exceptional service.

Responsibilities:

• Monitor the shared travel department mailbox to address traveler inquiries and provide timely assistance.
• Offer guidance to travelers on company travel policies and ensure compliance with established protocols.
• Assist in preparing regular reports, ensuring accuracy and timely delivery.
• Support monthly reconciliation of Amex billing as a backup to the Travel Technology Analyst.
• Perform light office duties such as data entry, ordering supplies, and maintaining records.
• Update and maintain spreadsheets to track event-related changes and progress.
• Validate meeting requests by reviewing details, confirming participant lists, and clarifying missing information with requestors.
• Coordinate contract routing for signatures and utilize templates to send travel confirmations to attendees.
• Compile executive-level itineraries to ensure a high-quality and attentive experience.
• Track and manage budgets for key meetings and events, updating records as contracts are finalized and expenses are incurred.