The role of Travel Coordinator for the Robotics Education & Competition (REC) Foundation has an energy and passion for our mission and vision. This position is primarily responsible for coordinating travel for all REC Foundation staff members while maintaining compliance with our policies/guidelines and being cost efficient. This position will book directly with airlines, hotels, rental cars, etc. The REC Foundation does not use a GDS system, so no GDS experience is required.
Responsibilities
- Book flights, hotels, rental vehicles for ALL RECF staff, to include full time, part time, and contract staff
- Work with individual staff to ensure appropriate coding is utilized for all travel
- Build standard operating procedures for travel requirements
- Complete monthly expense reports for all travel booked
- Confirm all travel details with staff within 2 to 4 weeks of scheduled travel
- Coordinate car service and hotel arrangements for staff traveling to and from the Greenville, TX office
- Manage any invoices that relate to coordinated travel
- Book travel as approved by manager/leadership for VIPs
- Book travel for non-RECF approved people assisting with events/conferences (Bell, Tesla, etc.)
- Work with travel vendors for payment via credit card, master bill, credit card authorizations or corporate billing
- Track all payments and receipts to travel vendors
- Manage Business Loyalty accounts (Air, Hotel, Car, etc.)
- Work with department managers on reconciliation of travel accounts, sending reports to directors
Please note: this would not be an after hours “on call situation” Any travel issues that arise after travel is booked, would be dealt with by the traveler directly with the vendor.
Other Responsibilities
- Performs other duties as assigned
- Uphold organization policies and standards, including but not limited to policies found in the Employee Handbook
- Ensure and maintain an ethical, trusting, inclusive, and productive work environment
Additional Information
- Pay: $20-$25/hour
- Job Type: Part Time (Hourly, Non-Exempt)
- Primary Location: Remote - Continental US Based, preferably within 3 hours of Greenville, TX
- Schedule: 20-25 hours per week Monday - Friday
- Specific schedules will be discussed with your direct manager but will be within the typical workday
- REC Foundation Standard full time work hours is 8:00 AM to 5:00 PM CT
- REC Foundation’s core hours are 9:00 AM to 3:00 PM in local time zone
- Alternate times and/or days may also be required periodically
Requirements
- Associate's degree or equivalent work experience; background in travel planning, event planning, operations, executive assistance, customer service, and/or project management highly desired
- 3+ years of relevant work experience in an office setting (remote, hybrid or in person)
- Experienced in a work from home setting with demonstrated success in remote work
- Proactive problem-solving skills that lead to innovative thinking and resolutions
- Ability to interface on a professional level with a variety of customers (co-workers, sponsors, customers, etc.)
- Familiarity with Google Suite, Microsoft Office and Concur a plus
- Excellent written and verbal skills; English fluency is required
- Computer competency and ability to learn new programs
- Skilled in setting priorities to manage varying tasks/projects and time management
- Maintain security and confidentiality of sensitive information
- Attendance at the annual VEX Robotics World Championship for the full duration is strongly encouraged; please note that this event is typically 10-12 days, depending on event configuration and your specific duties, as assigned
- Willingness and ability to travel domestically (10% - 15% is expected) to REC Foundation events, to the Greenville, TX office for meetings, and to the annual VEX Robotics World Championship
