Travel Specialist

Title: Travel Specialist

Location: Irving, Texas, 75039, United States

Department: Administrative

• Full-Time
• Hybrid

Job Description:

Job Summary 

 

The Travel Specialist manages and coordinates specific company travel plans and events. This includes booking flights, hotels, ground transportation, and rentals, as well as preparing detailed travel itineraries. The role also supports annual events, team-building activities, tradeshows, and expense reporting while ensuring all arrangements stay within budget. In addition, the Travel Specialist manages corporate travel accounts and contributes to strategic planning to improve travel satisfaction. Success in this role requires strong organizational skills, travel knowledge, and project management abilities to deliver seamless travel experiences and support company initiatives.  

 

Key Duties 

 

 

Travel Coordination 

 

 

Arrange company travel including flights, hotel, ground transportation, and rentals.  
Prepare and distribute detailed travel itineraries for employees and teams. 
Manage corporate travel accounts and vendor relationships. 
Ensure all travel arrangements comply with company policies and budget guidelines while maintaining clear documentation of guidelines and procedures. 
Accommodate unexpected travel disruptions, including weather delays, employee call-outs, or other issues that may require after-hours support to assist traveling employees. 

 

Event Support 

Coordinate logistics for company events such as team building activities, annual meetings, and tradeshows. 
Assist with planning and execution of corporate events, ensuring smooth operations. 
Manage expense reporting and reconciliation related to travel and events. 

 

Operations 

 

 

Track and monitor travel expense to stay within budget. 
Contribute to strategic planning for improved efficiency in travel and event management. 
Stay current with travel regulations, policies, and potential impacts, ensuring all travel arrangements remain compliant and efficient. 
Provide regular updates to the Managment on travel-related activates and projects. 

 

Education/Training  

 

Minimum of 2 years of related field experience preferred.  

 

Required Work Experience/Skills  

 

 

Ability to professionally interact and build strong internal and external relationships. 
Strong conflict resolution skills with the ability to listen, reflect, and respond constructively. 
Knowledge of customer support practices while maintaining exceptional attention to detail. 
Knowledge of travel operations, safety procedures, and inventory management 
Ability to learn and support company tools, and related systems where applicable. 
Capable of independently maintaining oversight of multiple projects and adapting seamlessly to a fast-paced work setting. 
Proficient in using Windows operating systems, including MS Office and spreadsheets 
Good decision-making skills while being proactive and resourceful problem solver. 
Excellent written and oral communication abilities. 

 

 

Discretionary Judgment  

 

 

Uses independent judgment and discretion based on experience and knowledge of products, equipment, and services. 
Demonstrates good judgment and ethical work values. 

 

Physical Demands, Working Conditions, and General Employment Guidelines 

 

 

Moderate or elevated levels of stress may be experienced. 
Work is performed in an office, warehouse, or approved remote workspace. Physical tasks include sitting, standing, reaching, kneeling, and bending. 
Ability to travel up to 6 times annually, with flexibility for additional trips if possible. 
A valid Real ID-compliant state driver’s license and a clean driving record are required. 

 

Equipment  

 

Daily use of Microsoft Teams (phone), computer, printer, and other routine office equipment.  

 

Safety to Self and Others  

 

 

Moderate responsibility for direct safety of others. Work may be performed in an office or warehouse setting with potential exposure to hazardous materials or equipment. 

 

Working Conditions/Hazards  

 

The position is performed in an open office or warehouse setting or approved remote work location. 

 

 

Work Location 

 

Irving or Grapevine, TX Company offices or Remote and work-from-home arrangements are available at the discretion of the supervisor and subject to customer and operational requirements. 
If working from home is permittable, you must have internet access.