Travel Services Coordinator

Travel Services Coordinator

Cooley is seeking a Travel Services Coordinator to join the Travel team. Position summary: The Travel Services Coordinator is responsible for providing day-to-day assistance to the Travel Services department including traveler support and reconciliation of department invoices. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

• Organize and coordinate logistics for travel vendor on site or external meetings
• Monitor and respond, as appropriate to travel department emails. Forward requests as appropriate for additional input to resolve the inquiries
• Create and maintain user profiles on various travel vendor portals
• Coordinate with Cooley's Travel Management Company (TMC) and various vendors/hotels to apply payment for guest stays and/or hotel services through credit card authorization (cca) link requests
• Follow up to obtain receipts after charges occur and maintain a guest traveler and other charges spreadsheet to include all detail for each charge for use in month end reconciliation and accounting required backup
• Upload, edit, audit and complete electronic reconciliation of monthly AmEx and/or other travel vendor invoices through 3E and Chrome River
• Monitor monthly unused ticket reporting and send periodic reminders to travelers to initiate use of ticket credits
• Monitor refundable ticket report and initiate refunds through TMC consultants as appropriate
• Maintain travel department vendor contact lists
• Produce travel detail reports from the TMC travel portal, as requested
• Research and troubleshoot online travel platform functionality problems and travel itinerary questions
• Maintain the Travel department CooleyNet page with various travel alerts, documents, or other travel related materials (training provided)
• Provide high level customer service support to end users of travel platforms, TMC consultants, vendors, accounting department personnel and others, as required
• Receipt request fulfillment to the Accounting/Finance department or as otherwise requested
• Update and maintain electronic filing of travel related contracts and correspondence
• Assist with the creation and publishing of a travel department internal newsletter
• Provide administrative support to Senior Travel Services Manager and Director of Travel Services, as needed
• Responsible for ad hoc travel booking for both internal and guest travelers
• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Advanced Excel skills
• Available to work overtime, as required
• 2+ year's experience (e.g., administrative support role performing a wide range of administrative tasks with the ability to juggle multiple priorities) and in professional services environment
• Eligible for consideration of Senior designation with 3+ years' creditable experience along with the proven ability to operate at an elevated level in terms of scope of responsibility, judgement and autonomy
• Strong customer service skills
• Advanced Excel skills

Preferred:

• Bachelor's Degree
• Accounting and/or travel program experience

Competencies:

• Self-starter
• Strong aptitude for learning
• Strong ability to multi-task between travel-related tasks while answering a multitude of email inquiries and/or requests
• Problem solving and ability to research historical data and produce reports
• Ability to take initiative and make suggestions for improvements to processes and procedures
• Strong follow-up skills
• Ability to exhibit high level professionalism and customer service skills
• Strong verbal and written communication skills
• Exhibit discretion in all communications
• Strong organizational skills and detail oriented
• Calm demeanor and ability to meet competing deadlines
• Ability to exercise good judgement and decision-making skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

EOE.

The expected hourly pay range for this position with a work schedule of 40 hours per week is $37.50 - $46.00 ($78,000.00 - $95,680.00 annually). Please note that final offer amount will be dependent on geographic location, applicable experience and skillset of the candidate. Senior level candidates may be considered for this position and would be eligible for a higher salary range based on experience.

We offer a full range of elective benefits including medical, health savings account (with applicable medical plan), dental, vision, health and/or dependent care flexible spending accounts, pre-tax commuter benefits, life insurance, AD&D, long-term care coverage, backup care for children and/or adults and other parental support benefits. In addition to elective benefit options, benefited employees receive firm-paid life insurance, AD&D, LTD, short term medical benefits as well as 20 days of Paid Time Off ("PTO") and 10 paid holidays each year. We provide generous parental leave and fertility benefits. New employees will attend a detailed benefit orientation to learn more about our many benefits and resources.