Travel & Administrative Specialist Location:

Coppell, Texas (On-site) Who We Are This opportunity is part of a confidential search, and company details will be disclosed during the interview process. About the Role The Travel & Administrative Specialist is responsible for coordinating and managing company travel arrangements for employees, new hires, sales teams, departments, and company-wide gatherings. This role oversees the details of individual and group travel, including flights, hotels, Airbnb accommodations, rental cars, transportation, itineraries, and other trip logistics. The ideal candidate is highly organized, detail-oriented, proactive, and comfortable managing multiple travel arrangements at the same time. This person will work closely with employees, managers, leadership, and external travel providers to ensure trips are planned efficiently, accurately, and with attention to both the traveler experience and company needs. In addition to travel coordination, this role provides administrative support related to company meetings, training trips, department gatherings, retreats, and other company activities. This is an ideal role for someone who enjoys planning, organizing details, solving problems, coordinating logistics, and making sure everything is taken care of from start to finish.

Key Responsibilities:

Travel Coordination Coordinate domestic and occasional international travel arrangements, including flights, hotels, Airbnb accommodations, rental cars, and other transportation. Manage travel for individual business trips, including sales travel, customer visits, meetings, training, and new-hire onboarding. Work with employees and managers to understand travel requirements, schedules, preferences, and approvals. Research and coordinate travel options while considering cost, convenience, company policies, and traveler needs. Make and manage reservations and provide employees with confirmed itineraries and travel details. Handle travel changes, cancellations, schedule changes, and other issues before or during a trip. Maintain organized records of reservations, itineraries, traveler information, and related documentation. Group Travel & Company Events Coordinate travel and logistics for department meetings, company gatherings, retreats, conferences, training sessions, and other group events. Coordinate group flights, hotel blocks, rental cars, ground transportation, meeting spaces, meals, and other trip requirements. Collect and maintain traveler information and ensure arrangements meet individual and group needs. Develop and distribute detailed itineraries and travel information for group trips. Coordinate with hotels, airlines, rental car companies, transportation providers, venues, and other vendors. Track deadlines, reservations, deposits, confirmations, and other details to keep group trips and events on schedule. Administrative & Vendor Support Serve as a primary point of contact for employees and internal teams regarding travel arrangements and logistics. Coordinate with travel and service providers to resolve reservation issues, billing questions, changes, and other travel-related matters. Monitor travel costs and help ensure arrangements remain within approved budgets and company policies. Maintain organized records of travel-related expenses, invoices, confirmations, and vendor information. Provide administrative support for company meetings, training programs, retreats, and other organizational activities, including calendars, scheduling, meeting materials, catering, and other logistics. Identify opportunities to improve travel and administrative processes and overall efficiency. Handle employee, executive, travel, and company information with professionalism and discretion. Assist with special projects and other administrative needs as assigned. What You Bring 2+ years of experience in travel coordination, administrative support, office coordination, event planning, or a related role. Strong organizational and project management skills, with the ability to manage multiple trips, travelers, deadlines, and priorities simultaneously. Excellent written and verbal communication skills, with the ability to communicate effectively with employees, leadership, vendors, and service providers. Exceptional attention to detail and accuracy when managing reservations, schedules, itineraries, and traveler information. Proactive, resourceful, and solution-oriented mindset with a "get it done" attitude. Ability to anticipate travel needs and identify potential issues before they become problems. Comfortable managing last-minute changes and resolving travel-related issues in a timely and professional manner. Strong computer skills and ability to learn and work with travel booking, expense management, calendar, and other administrative systems. Ability to handle confidential information with professionalism and discretion. Experience coordinating corporate travel, group travel, retreats, meetings, or company events is preferred. Ability to work independently while maintaining strong communication with internal teams. Willingness to occasionally travel or provide on-site support for company gatherings, retreats, or other events as needed.

Compensation & Benefits Salary Range:

$55,000 - $60,000

Comprehensive Benefits Package :

Medical, Dental, Vision Generous PTO Policy:

Because work-life balance matters

Career Growth Opportunity:

Build your marketing and event management experience while taking on increasing responsibility. Mission-Driven Culture Join Us If you are highly organized, detail-oriented, and enjoy making sure every detail is taken care of, we'd love to hear from you. Join us and play a key role in coordinating the travel, logistics, and administrative details that keep our employees, teams, and company moving forward.

Pay:

$55,000.00 - $60,000.00 per year

Benefits:

Dental insurance Health insurance Health savings account Paid time off Vision insurance Application Question(s): Will you now or in the future require sponsorship for employment?

Experience:

Events management: 2 years (Required) Travel planning: 2 years (Required) Ability to

Commute:

Coppell, TX 75019 (Required) Willingness to travel: 25% (Required)

Work Location:

In person