Travel Coordinator

Job Title

Travel Coordinator

Operation Smile HQ – Virginia Beach, VA; remote or hybrid for US-based candidates.

The Travel Coordinator is responsible for delivering a smooth, cost-effective, and professional travel experience for Operation Smile’s employees, volunteers, and special guests traveling on behalf of the organization. This role manages all travel logistics while ensuring compliance with OSI travel policies, negotiating favorable terms with vendors, and providing exceptional customer service. It requires strong organizational skills, customer service experience, and the ability to thrive in a dynamic, global environment where plans can change quickly and creative solutions are needed.

• Arrange and confirm travel for individuals, groups, and Operation Smile guests, including flights, lodging, and ground transportation.
• Use multiple travel management platforms such as Navan, Christopherson Business Travel, SAP Concur, and GDS systems (Travelport+, Sabre, Amadeus, or similar) to book, track, and manage travel efficiently.
• Proactively monitor itineraries, anticipate disruptions, and rebook as needed to minimize delays or inconveniences for travelers.
• Ensure travel arrangements comply with OSI policies and preferred supplier agreements.
• Handle special requests such as visa guidance, baggage needs, loyalty programs, and seating assignments.

• Coordinate travel logistics for medical programs, trainings, leadership meetings, and donor events, including large‑scale group movements.
• Work closely with Global Program Operations and other stakeholders to align travel with event goals, budgets, and timelines.
• Provide after‑hours support on a limited basis for urgent travel needs during active programs.

• Track travel spend, reconcile vendor invoices, and ensure accurate allocation of costs to projects or programs.
• Identify cost‑saving opportunities while balancing traveler comfort and program requirements.
• Process volunteer reimbursement and payments for travel related to programs in coordination with finance.

• Act as the point of contact for travelers and guests before, during, and after travel regarding their travel needs.
• Provide clear itineraries, pre‑travel briefings, and timely updates when plans change.
• Maintain a calm, empathetic, and professional demeanor when addressing traveler concerns or emergencies.

• Bachelor’s degree or equivalent experience in hospitality, travel management, business administration, or a related field.
• 2+ years of experience coordinating international travel in a corporate, nonprofit, or travel agency environment.
• Hands‑on experience using multiple travel booking platforms such as Navan, Christopherson Business Travel, SAP Concur, Travelport+, Amadeus, Sabre, etc.
• Strong organizational and problem‑solving skills, with the ability to manage multiple priorities under tight deadlines.
• Excellent written and verbal communication skills.
• Ability to remain flexible, agile, and calm under pressure, adapting quickly to last‑minute changes or disruptions.
• Proficiency with Microsoft Office Suite (Outlook and Excel required) and online booking systems.
• Ability to work outside of standard business hours when needed.
• Written and spoken fluency in Spanish is a plus.

Anticipated salary range: $42,000 to $52,500, which may vary slightly based on a candidate’s experience, qualifications, and geographic location.

• 401(k) plan with Safe Harbor and employer matching.
• All‑in‑one health plans covering health, pharmacy, dental, and vision for employees and dependents.
• 100% paid premiums for life and AD&D insurances.
• Flexible time off and company‑paid holidays.
• Flexible work arrangements with remote, on‑site, and hybrid options.
• Opportunities to participate in international medical trips, community outreach, and global health initiatives.