Administrative Coordinator

Description 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. Requirements
• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint.
• Strong verbal and written communication skills with the ability to interact effectively at all levels.
• Demonstrated technical aptitude and ability to work with data reporting tools.
• Minimum of five years of travel industry experience, preferably in corporate or agency settings.
• Exceptional organizational skills with a keen eye for detail and accuracy.
• Experience in project management and budget tracking for events or meetings.
• Ability to handle multiple tasks simultaneously and meet deadlines in a fast-paced environment.
• Familiarity with assembling executive itineraries and managing C-Suite level interactions.

TalentMatch® Robert Half is the world's first and largest specialized talent solutions firm that connects highly qualified job seekers to opportunities at great companies. We offer contract, temporary and permanent placement solutions for finance and accounting, technology, marketing and creative, legal, and administrative and customer support roles. Robert Half works to put you in the best position to succeed. We provide access to top jobs, competitive compensation and benefits, and free online training. Stay on top of every opportunity - whenever you choose - even on the go. Download the Robert Half app (https://www.roberthalf.com/us/en/mobile-app) and get 1-tap apply, notifications of AI-matched jobs, and much more. All applicants applying for U.S. job openings must be legally authorized to work in the United States. Benefits are available to contract/temporary professionals, including medical, vision, dental, and life and disability insurance. Hired contract/temporary professionals are also eligible to enroll in our company 401(k) plan. Visit roberthalf.gobenefits.net for more information. © 2025 Robert Half. An Equal Opportunity Employer. M/F/Disability/Veterans. By clicking "," you're agreeing to Robert Half's Terms of Use (https://www.roberthalf.com/us/en/terms) and Privacy Notice (https://www.roberthalf.com/us/en/privacy) .