Travel Coordinator

Panagora Group; Town of Maryland (NY); A distancia; USD 60.000 - 85.000; Jornada completa

Descripción de la vacante

Panagora Group is seeking a Travel Coordinator to manage travel logistics for a development program, including flights, lodging, and ground transportation. This role requires coordinating with a travel vendor, ensuring complete requests, timely itineraries, approvals, and cost-conscious planning while supporting emergency evacuations when needed.

The successful candidate will oversee domestic and international travel for staff and consultants, maintain records in the program's management system,

Formación

• Minimum 5 years coordinating travel, logistics, operations, or related support functions.
• Experience coordinating domestic and international travel arrangements.
• Familiarity with travel policies, per diem concepts, and audit-ready recordkeeping.

Responsabilidades

• Coordinate domestic and international travel for program staff, advisors, consultants, and other travelers.
• Serve as Panagora's day-to-day point of contact with the travel company for bookings, itineraries, and changes.
• Review travel requests for completeness, approvals, funding information, visa or clearance considerations.
• Coordinate with travelers, supervisors, Finance, HR, and technical teams to support program activities.
• Maintain travel trackers, itineraries, approval records, and related files.
• Monitor travel timelines and communicate changes, resolving issues with the travel vendor.
• Support travel-related reporting, invoicing, and audit-ready documentation.
• Assist with emergency evacuations and other travel-related needs.

Conocimientos

Organizational skills

Attention to detail

Communication in English

Educación

Bachelor's degree in relevant field

Herramientas

Microsoft Office

SharePoint

Travel tracking tools

CRM

Descripción del empleo

This is a remote position.

Panagora Group, a woman- and employee-owned small business specializing in global health, seeks a Travel Coordinator for an anticipated development program. The program will support effective implementation, operational efficiency, accountability, and data-driven decision-making through technology-enabled systems, information management, and coordinated program operations.

Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

*Note: Panagora does not offer visa sponsorship.

Primary Responsibilities

The Travel Coordinator will be responsible for coordinating and tracking travel logistics required to support program activities, contracted advisors, consultants, staff, and other authorized travelers. Working closely with the program team and the designated travel vendor, the Travel Coordinator will serve as the primary point of contact on Panagora's team for travel bookings, changes, documentation, and issue resolution. While airline tickets, hotel reservations, and related travel services will be booked through the travel company, the Travel Coordinator will ensure requests are complete, approvals are in place, traveler needs are clearly communicated, and travel arrangements are timely, compliant, cost-conscious, and appropriately documented. Primary responsibilities include but are not limited to: In collaboration with program leadership, functional managers, and other program team members:

• Coordinate domestic and international travel arrangements for program staff, contracted advisors, consultants, and other authorized travelers, including flights, lodging, ground transportation, and related logistical support.
• Serve as Panagora's day-to-day point of contact with the designated travel company, submitting travel requests, confirming itineraries, coordinating traveler preferences and constraints, and following up on bookings, changes, cancellations, and urgent travel needs.
• Review travel requests for completeness, required approvals, funding information, visa or clearance-related considerations, and alignment with applicable program, Panagora, client, donor, and other relevant travel requirements.
• Coordinate with travelers, supervisors, Finance, HR, and technical teams to ensure travel logistics support approved program activities, assignments, deployments, meetings, workshops, conferences, and other authorized needs.
• Maintain accurate travel trackers, itineraries, approval records, traveler profiles, booking documentation, expense-report follow-up information, and related files in the program's designated management system or other project systems.
• Monitor travel-related timelines, communicate itinerary changes and travel updates to relevant team members, and proactively troubleshoot disruptions or traveler issues in coordination with the travel vendor and project leadership.
• Support travel-related reporting, reconciliation, invoice review, and audit-ready documentation by coordinating with Finance and ensuring travel records are complete, current, and compliant with program requirements.
• Support emergency evacuations, medical evacuations, and other travel- and logistics-related needs in emergency situations.

Requirements

• Bachelor's degree in Business Administration, International Development, Logistics, Travel and Tourism, Hospitality Management, Public Administration, or related field.
• Minimum of 5 years of progressively responsible experience coordinating travel, logistics, operations, administration, or related support functions, preferably for U.S. Government-funded, donor-funded, international development, or global operations projects.
• Demonstrated experience coordinating domestic and international travel arrangements, including flights, hotels, ground transportation, itinerary changes, travel approvals, traveler communications, and travel documentation.
• Experience working with travel agencies, travel management companies, hotels, transportation providers, or other travel vendors to coordinate timely, cost-conscious, and responsive service delivery.
• Familiarity with travel policies, expense documentation, per diem concepts, cost reasonableness, approval workflows, and audit-ready recordkeeping.
• Strong organizational skills and attention to detail, with the ability to manage multiple travelers, destinations, timelines, approvals, and urgent changes simultaneously.
• Proficiency with Microsoft Office, SharePoint, travel tracking tools, and project management or collaboration platforms; experience with SMS, CRM, or similar tracking systems preferred.
• Excellent written and oral communication skills in English, with the ability to coordinate professionally with culturally diverse staff, consultants, vendors, and client stakeholders.