Travel Logistics Coordinator

Found in: Talent US C2 - 2 weeks ago

Bethesda, United States ECS Full time

ECS is seeking a Travel Logistics Coordinator to work in our Bethesda, MD office.

Job Description:

ECS seeks a Travel Logistics Coordinator manages and coordinates all aspects of travel arrangements for workshop invitees. This involves ensuring that all travel documentation is accurate and complete, staying within budget constraints, and collecting and consolidating receipts for expense reimbursements. The Travel Logistics Coordinator is also responsible for ensuring that all travel authorizations and vouchers are processed in a timely manner. Overall, this role aims to ensure a seamless travel process for all workshop invitees.

Responsibilities include management of ongoing travel management services, conducting a current state assessment of travel management services at the NHLBI, reporting on opportunities for operational improvements, piloting process improvements, and supporting ongoing travel arrangement requests and arrangements. Duties include but are not limited to:

Plan travel and make reservations in CGE according to the guidelines within the travel booking manuals from NIH Travel Training Classes and according to the guidelines set forth by NIH, HHS, GSA, and the FTR. Establish hotel room blocks for events with federal guidelines. Procure federal and commercial meeting space with HHS guidelines. Research, procure, and manage transportation and catering services for events within federal guidelines. Prepare and process travel authorizations and vouchers; make transportation, hotel, auto, conference registration, and other arrangements in the NIH travel database or NIH travel office; procure all necessary documents (including passports and visas required by the U.S. State Department and NIH International Center); electronically retrieve airline tickets and documents. Provide each traveler with a package containing the travel authorization, flight information, rental car information, hotel information, tax-exempt forms, and any additional forms/information that pertains to the trip. Ensures accuracy and completeness of Travel Authorizations, including travel cost estimates, routing, and collecting of appropriate authorized signatures prior to processing for reviewer approval. Plan foreign travel according to the guidelines within the Foreign Travel Booking manuals received during the NIH Travel Training Classes and according to the guidelines set forth by NIH, HHS, GSA, and the FTR by making any necessary reservations. Analyzes current policies and practices, identifies inconsistencies with NIH and HHS policies, and recommends practical solutions to the PM. Develops various visual media drafting such as executive-level briefings, developing workload and performance metrics, and reporting on a weekly, monthly, quarterly, and annual basis (e.g., charts, graphs, PowerPoint slides, and printed reports) for senior staff presentations. Other duties as assigned.

Required Skills:

Experience with Government Travel Planning and Systems. Experience in Microsoft Office Suite to include MS Excel. Strong problem-solving and analytical skills. Strong verbal and written communication skills, including reports and presentations. Strong organization and prioritization skills. Ability to work in a dynamic, collaborative, and results-driven environment. Ability to build and manage client relationships at all levels. Ability to think strategically to assess clients’ situations effectively and assemble solutions to meet needs.

Desired Skills:

Prior NIH Experience. Experience with CGE Concur, JIRA, POTS, and TRAC systems. Current NIH active clearance.

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