Description The Travel and Expense Coordinator is the primary point of
contact for all travel and expense coordination in the firm. This
full-time, in-office position is based out of Hennebery Eddy
Architects\' Portland, Oregon location and requires attendance in the
office Monday through Friday. This role supports our staff in all
offices - Portland and Bend, Oregon; Bozeman, Montana; and remotely
located staff. Responsibilities Be the subject matter expert on the
firm\'s existing travel and expense policy and recommend updates as
necessary. Arrange business travel for employees, including flights,
accommodations, transportation, conferences, and other necessary
arrangements. Ensure all travel arrangements are accurate, complete, and
aligned with the travel and expense policy while incorporating
travelers\' preferences and requirements to the extent possible. Assist
employees in resolving any travel-related issues or emergencies,
including flight cancellations, missed connections, lost luggage, etc.
Obtain approval from leadership for travel requests and expenses that
may require a divergence from established policy. Advise travelers of
travel and expense policies and any need for specialized travel
documents such as visas or passports. Review expense reports for coding
accuracy, receipt documentation, and policy compliance. Input corporate
credit card expense transactions to ensure timely and proper
recordkeeping. Identify and investigate missing receipts for corporate
credit card transactions. Communicate and coordinate with corporate
cardholders effectively to ensure deadlines are met. Maintain and update
a database of employee travel profiles, including preferences, frequent
flyer accounts, passport details, and other relevant information. Stay
up to date with industry trends, travel regulations, and emerging
technologies to continuously enhance the travel management process.
Administrative Support Designated backup for the Office Administrator
during breaks and time out of office, including front desk coverage and
phone coverage. Provide administrative support to firm leadership by
facilitating monthly expense report entry, architectural license
management, and additional tasks as needed. Qualifications At least 2
years of experience in an office administration role, preferably in
travel coordination. Strong verbal and written communication skills,
including the ability to interact and work well across all levels of the
organization. Highly collaborative with strong interpersonal skills.
Outstanding time management skills and the ability to be flexible.
Exceptional organizational skills with an ability to think proactively
and prioritize. Excellent decision-making skills with the ability to
assess multiple options and to identify the best choice to serve a
specified goal. A minimum of three references preferred. To Apply For
consideration, please submit cover letter and resume in PDF format. For
more information, or to apply now, you must go to the website below.
Please DO NOT email your resume to us as we only accept applications
through our website. https://www.applicantpro.com/j/3356353-944822