Coordinate and execute administrative aspects of the business support process that supports sales. The travel concierge coordinator will act as liaison between sales consultants, support departments, providers and clients. The coordinator will act proactively and reactively to facilitate the following processes: manage all provider travel, act as a client’s single point of contact when applicable, maintain and update all clients’ cap and restrictions, maintain all provider profiles and collaborate with other business partner teams when needed.

Responsibilities:

• Manage provider travel arrangements including airfare, lodging and car rentals
• Source the most cost-effective travel options for clients and stay within caps and restrictions
• Coordinate with Corporate travel on provider preferences and itineraries
• Strategize, implement and lead travel efficiencies to foster provider and client engagement
• Respond and resolve emergency travel issues
• Partner with Sales and Client Services on resolving client and provider disputes
• Collaborate with Enterprise Client Solutions on resolving client inquiries
• Lead the charge on ensuring expenses align with travel assignments
• Serve as the communication point person between providers, clients, and internal teams
• Provide up to date information to Assignment Coordinators to ensure the integrity of all assignments
• Maintain and update all client cap and restrictions
• Set up and maintain all providers’ travel expenses for each assignment
• Initiate and update all provider travel profiles
• Review and keep up to date with all Travel Concierge reports for accuracy of team reporting
• Prioritize tasks and convey progress daily with sales consultants
• Direct communication with Clients for travel
• Communicate daily with providers regarding travel arrangements
• Contributes to a positive culture
• Other duties as assigned by management

Qualifications:

• Three to five years’ work experience in an administrative position supporting professional level functions in a fast paced, team environment
• High school diploma or equivalent
• A track record of superior customer service both inward and outward facing
• Experience with fast paced, highly stressful environments
• Experience working closely with providers and understanding different personalities within the medical field
• Persuade, influence, negotiate, use tact and diplomacy and communicates information effectively both inwardly and outwardly
• Negotiates effectively with airlines, hotels and car rental agencies
• Demonstrated experience in successfully meeting individual production goals
• Experience working with a variety of personality styles in a professional environment
• Well refined organizational and prioritization skills
• Demonstrated planning and follow-up skills
• Knowledgeable about finances and expenses
• Strong written and oral communication skills, especially phone skills
• Strong computer skills in word processing, spreadsheet and database applications
• Demonstrated process orientation

Preferred Skills:

• Excellent time management and prioritization skills focusing on consistently meeting urgent deadlines
• Ability to handle a large volume of work
• Ability to deal with stressful situations
• Ability to work in a fast-paced environment
• Ability to articulate information and concepts convincingly
• Ability to handle multiple tasks concurrently
• Strong organizational skills and attention to detail
• Ability to inspire energy in others