Travel & Administrative Coordinator

Location: Concord, NC

The Travel & Administrative Coordinator is responsible for managing the company’s business travel program while providing professional front-office and administrative support. Approximately 65% of this position is dedicated to coordinating and booking employee travel, with the remaining 35% focused on receptionist and general administrative responsibilities.

The ideal candidate is highly organized, responsive, detail-oriented, and comfortable managing multiple time-sensitive requests. This individual will serve as the primary point of contact for employee travel and will also create a professional, welcoming experience for employees, visitors, vendors, and callers.

• Manage employee business travel from initial request through final confirmation.
• Book airfare, hotels, rental vehicles, and other transportation in accordance with company policy, approved budgets, and traveler needs.
• Review travel requests for completeness, accuracy, appropriate approvals, and compliance with company guidelines.
• Compare available travel options to secure cost-effective arrangements while balancing schedule, safety, and operational requirements.
• Monitor upcoming events and travel dates to ensure arrangements are completed and communicated within established deadlines.
• Provide travelers with complete itineraries, confirmation numbers, cancellation policies, and other relevant information.
• Maintain accurate and current travel records in the company’s travel request system, tracking tools, and shared files.
• Coordinate group travel, rooming lists, event hotels, shared rental vehicles, and other travel logistics as needed.
• Respond promptly to urgent travel issues, including cancellations, missed connections, hotel problems, vehicle rental issues, and last-minute itinerary changes.
• Communicate regularly with travelers and management regarding booking status, delays, exceptions, costs, and unresolved issues.
• Escalate issues promptly when additional authority, assistance, or approval is required.
• Track unused airline tickets, travel credits, cancellations, refunds, hotel deposits, and other recoverable travel funds.
• Review travel charges and assist with credit card reconciliation, billing questions, supporting documentation, and dispute resolution.
• Develop and maintain productive relationships with airlines, hotels, rental car companies, travel platforms, and other vendors.
• Identify cost-saving opportunities and recommend improvements to travel policies, booking procedures, systems, and reporting.
• Maintain confidentiality when handling employee information, travel schedules, payment information, and company records.
• Provide limited after-hours assistance for urgent travel issues when employees are actively traveling or departing within an established emergency window.

• Greet visitors professionally and notify the appropriate employee of their arrival.
• Answer, screen, and route incoming telephone calls.
• Monitor general company email inboxes and direct inquiries to the appropriate department.
• Receive, sort, and distribute incoming mail, deliveries, and packages.
• Coordinate outgoing mail, shipping, and courier services as needed.
• Maintain the reception area, conference rooms, and shared administrative spaces in a professional and organized condition.
• Schedule meetings and assist with conference room coordination.
• Order and maintain office, kitchen, and general administrative supplies.
• Assist with filing, scanning, copying, data entry, document preparation, and record maintenance.
• Support employee meetings, company events, onboarding activities, and other administrative…