Housing & Travel Administrative Specialist

Worldwide Resources Solutions Philippines Inc.; Quezon City; On-site; PHP 240,000 - 360,000; Full time

Job summary

Worldwide Resources Solutions Philippines Inc. is seeking a Housing & Travel Administrative Specialist to support the Housing & Travel department with credit card and invoice coding, dispute resolution, and vendor communications.

The role requires attention to detail, ability to multi-task, and basic accounting knowledge. You will work in Bridgetowne, QC on rotating shifts or US time zones, and use Excel and Outlook daily.

Qualifications

• Bachelor’s degree preferred but not required.
• Minimum one year administrative experience.
• Extreme attention to detail and ability to multitask.
• Proficient with Microsoft Excel and Outlook.
• Typing speed of 35 wpm.
• Willing to work in rotating shifts or US time zone.
• Office location Bridgetowne, QC.

Responsibilities

• Code credit card charges (hotels, flights, etc.).
• Code various invoices (rental car, direct bill hotels, etc.).
• Call vendors to collect receipts, folios, confirmations, documentation as needed.
• Upload documentation received into internal system.
• Dispute any incorrect charges until resolved.
• Communicate with team members when additional information is needed.
• Work closely with Financial teams to submit approved invoices for payment to them.
• Process and file move-in checklists received.
• Follow up and process deposit refunds.
• Complete customer service calls to travelers to obtain information for requests.
• Check termination email details to determine if traveler has been provided housing and/or travel.
• Activate and update traveler profiles as needed.
• Generate month end reporting numbers including housing, rental cars, credit card and deposit totals.

Skills

Attention to detail

Multitasking

Organizational skills

Team player

Independent drive

Typing speed 35 wpm

Education

Bachelor's degree preferred

College level

Tools

Microsoft Excel

Microsoft Outlook

Job description

Summary:
The Housing & Travel Administrative Specialist is primarily responsible for credit card and invoice charge research, coding, disputing, and resolving through communication with outside vendors, inside team members, and internal systems. Additional responsibilities include providing administrative/operations support for the Housing & Travel department, and completing additional customer service and accounting related functions as required.

Key Responsibilities

• Code credit card charges (hotels, flights, etc.).
• Code various invoices (rental car, direct bill hotels, etc.).
• Call vendors to collect receipts, folios, confirmations, documentation as needed.
• Upload documentation received into internal system.
• Dispute any incorrect charges until resolved.
• Communicate with team members when additional information is needed.
• Work closely with Financial teams to submit approved invoices for payment to them.
• Process and file move-in checklists received.
• Follow up and process deposit refunds.
• Complete customer service calls to travelers to obtain information for requests.
• Check termination email details to determine if traveler has been provided housing and/or travel.
• Activate and update traveler profiles as needed.
• Generate month end reporting numbers including housing, rental cars, credit card and deposit totals.

Job Qualifications

• At least college level; a bachelor’s degree is preferred but not required
• Minimum of one-year administrative related experience required.
• Extreme attention to detail, ability to multi-task, and organization skills required.
• Basic knowledge of Microsoft Excel and Outlook (including calendars).
• Accurate typing speed of 35 words per minute.
• Team player mentality with independent drive to accomplish own tasks.
• Working knowledge/experience of basic Accounting principles and math skills.
• Must be willing to work in rotating shifts or US time zone.
• Must be willing to work in the office at Bridgetowne, QC

Preferences

• Housing and/or travel industry strongly preferred (rental cars, hotels, flights in particular).
• Secondary education desired

EQUAL EMPLOYMENT OPPORTUNITY

Worldwide Resource Solutions provides Equal Employment Opportunity in compliance with all applicable government laws, ensuring equal opportunity in all aspects of employment.