Travel Coordinator

FAC Services, LLC; Madison (WI); On-site; USD 42,000 - 70,000; Full time

Job summary

FAC Services, LLC is seeking a Corporate Travel Coordinator to manage business travel arrangements, traveler profiles, and reporting while ensuring adherence to travel guidelines. You will support reservations, changes, and inquiries with a focus on accuracy and customer service.

The role collaborates with travel teammates, supporting meetings and group travel as needed, and helps maintain efficient, compliant processes across the travel program.

Qualifications

• High school diploma required; college coursework or degree in business, hospitality, travel, communications, event management, or related field preferred.
• Previous experience in corporate travel, travel consulting, airline services, hospitality, meeting and event coordination, customer service, administrative support, or related field preferred.
• Experience facilitating reservations, schedules, meetings, events, or other detail-oriented activities preferred.
• Experience using travel reservation systems, online booking tools, Microsoft Office, or other preferred business systems.

Responsibilities

• Coordinate business travel arrangements, including air, hotel, rental car, rail, and other related travel services.
• Research available travel options and identify efficient, cost-effective plans based on traveler needs and guidelines.
• Provide professional, timely support to travelers regarding reservations, changes, cancellations, and travel-related questions.
• Support travel program administration, including traveler profiles, system updates, data management, reporting, and other operational processes.
• Maintain traveler profiles and reservation details, creating new profiles and updating information as needed.
• Support travel-related financial processes, including reviewing charges, reconciling corporate card activity, and mapping project codes.

Skills

Communication

Customer service

Time management

Attention to detail

Organizational skills

Problem solving

Research skills

Travel systems

Education

High school diploma

College coursework or degree in business hospitality travel communications events

Tools

Travel reservation systems

Online booking tools

Microsoft Office

Job description

The Corporate Travel Coordinator is responsible for coordinating business travel services and supporting the daily operations of the corporate travel program. This position assists with travel coordination, traveler profile administration, reporting, expense-related processes, and other operational activities that support an efficient, accurate, and customer-focused travel experience.

The Corporate Travel Coordinator provides timely support to travelers and internal partners while maintaining accurate travel information and ensuring alignment with company travel guidelines and procedures. This role collaborates with the Corporate Travel Specialist and Corporate Travel Manager and may support additional travel responsibilities and projects as business needs evolve.

Primary Responsibilities

• Coordinate business travel arrangements, including air, hotel, rental car, rail, and other related travel services.
• Research available travel options and assist in identifying efficient and cost-effective travel plans based on traveler needs and company guidelines.
• Provide professional and timely support to travelers regarding reservations, travel questions, changes, cancellations, and other travel-related needs.
• Support travel program administration, including traveler profile maintenance, system updates, data management, reporting, and other operational processes that maintain accurate travel information.
• Maintain traveler profiles, reservation details, and system information, including creating new profiles and updating existing information based on employee status or business needs.
• Support travel-related financial processes and reporting activities, including reviewing charges, reconciling corporate card activity, assisting with billing inquiries, mapping project codes, tracking unused ticket credits, and ensuring expenses are properly documented.
• Review travel transactions and exceptions to identify missing information, discrepancies, or items requiring follow-up and assists with resolution.
• Assist travelers with guidance regarding travel documentation requirements, including passports, visas, and other applicable requirements.
• Support compliance with company travel policies, procedures, and established travel guidelines.
• Assist with coordinating meetings, events, group travel, and other travel-related activities as needed.
• Partners with members of the Travel team to resolve traveler service needs and deliver a positive traveler experience.
• Communicate professionally and effectively with travelers, internal departments, leadership, travel suppliers, and other partners.
• Perform other related duties as assigned.

Qualifications

To perform this job successfully, an individual must be able to perform each primary duty satisfactorily. The requirements listed below are representative of the knowledge, skills, and abilities required. Reasonable accommodations may be made to enable individuals with disabilities to perform the primary duties.

Education and Experience

• High school diploma required; college coursework or degree in business, hospitality, travel, communications, event management, or a related field preferred.
• Previous experience in corporate travel, travel consulting, airline services, hospitality, meeting and event coordination, customer service, administrative support, or a related field preferred.
• Experience facilitating reservations, schedules, meetings, events, or other detail-oriented activities preferred.
• Experience using travel reservation systems, online booking tools, Microsoft Office, or other preferred business systems.

Knowledge, Skills, and Abilities

• Excellent written and verbal communication skills, with the ability to communicate professionally and effectively with employees, leadership, vendors, and external partners.
• Strong customer service mindset with the ability to provide a positive and professional experience for travelers.
• Ability to remain calm, organized, and solutions-focused when managing time-sensitive requests, unexpected changes, or challenging situations.
• Strong attention to detail with the ability to accurately manage reservations, schedules, documentation, and related travel information.
• Strong organizational skills with the ability to manage multiple priorities and meet deadlines.
• Ability to research information, evaluate options, solve problems, and make sound decisions within established guidelines.
• Ability to learn and utilize travel systems, company processes, and industry tools.
• Ability to work collaboratively with travelers, internal departments, travel suppliers, and members of the Travel team.
• Professional presence and ability to represent FAC Services in a positive manner.
• Proficient with Microsoft Office Suite or related software.

Working Conditions and Physical Effort

• Work is normally performed in a typical office environment
• No or very limited physical effort is required
• No or very limited exposure to physical risk