Administration Operations Coordinator

Manage executive calendars, appointments, and travel arrangements 

Proactive problem-solver with a talent for anticipating needs and managing complex schedules 

Handle sensitive and confidential information with the utmost discretion 

Act as a liaison between executives and internal/external stakeholders 

Manage incoming calls, emails, and requests, prioritizing and responding as appropriate 

Organize and maintain filing systems, both digital and physical 

Assist with special projects and research as needed 

Coordinate and manage travel arrangements, including itineraries, accommodations, and expense reports. This involves booking flights, hotels, and ground transportation for employees, as well as ensuring all travel-related documentation is accurately prepared and submitted. 

Provide general administrative support to ensure smooth office operations 

Manage relationships with travel vendors and negotiate favorable rates  

Assist employees with travel-related inquiries and resolve issues that arise during trips  

Ensure compliance with company travel policies and procedures  

Process and review expense reports for accuracy and policy adherence  

Maintain and update the company's travel and expense management systems  

Analyze travel and expense data to identify cost-saving opportunities  

Prepare regular reports on travel expenses and trends for management  

Assist in developing and updating travel and expense policies  

Provide training to employees on travel booking procedures and expense reporting  

Reconcile corporate credit card statements and resolve discrepancies  

Coordinate with finance department for timely reimbursement of employee expenses  

Bachelor's degree in Business Administration or related field preferred or equivalent work experience 

5+ years of related work experience 

TS/SCI with Poly  

Exceptional organizational skills and attention to detail  

Strong written and verbal communication skills 

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) 

Ability to handle multiple tasks simultaneously and prioritize effectively 

Discretion and confidentiality in handling sensitive information 

Excellent interpersonal skills and professional demeanor 

Ability to work independently and as part of a team 

Flexibility to work outside of regular business hours when necessary 

Proficiency in travel booking systems and expense management software  

Strong knowledge of travel industry trends and best practices  

Knowledge of corporate travel policies and expense regulations  

Experience with SAP Concur or similar travel and expense management platforms