Travel Coordinator

Vibrant Emotional Health; United States; Hybrid; USD 58,000 - 69,000; Full time

Job summary

Vibrant Emotional Health is seeking a Travel Coordinator to support the VP of Operational Strategies and the 988 Logistics Manager. You will schedule and book travel, create itineraries, and coordinate with internal and external stakeholders.

This role requires policy compliance, expense reporting, and collaboration on budgets with Finance. Experience in travel or logistics and proficiency in Microsoft 365 are valued.

Qualifications

• High School diploma or equivalent required.
• Bachelor's degree preferred.
• Two years of administrative experience.
• Travel or logistics experience preferred.
• Familiarity with Microsoft 365.
• Knowledge of online booking tools and expense management software preferred.
• Excellent communication and interpersonal skills.
• Detail-oriented with strong time management and organizational skills.

Responsibilities

• Plan itineraries, research, book, and manage multi-leg domestic and international travel schedules.
• Ensure that all travel is compliant with the Vibrant Event and Travel policy, including per-diem limits.
• Liaise with airlines, hotels, and car rentals; negotiate rates where possible.
• Support travel logistics for events and conferences, including relevant invoices.
• Process expense reports and credit card/invoice requests.
• Collaborate with Finance on annual travel budget tracking and reporting.

Skills

Administrative experience

Microsoft 365

Communication

Interpersonal skills

Time management

Organizational skills

Education

High School diploma or equivalent

Bachelor's degree preferred

Tools

Egencia

Tipalti

Bill

Job description

Department: 988 Network OperationsReports to: Manager, LogisticsLocation: Hybrid preferred, Remote for candidates who meet all preferred qualifications.Schedule: Monday - Friday, 9 to 5PM ETSalary Range: $27.42 - $32.97Vibrant Emotional Health’s groundbreaking solutions have delivered high quality services and support, when, where and how people need it for over 50 years. Through our state-of-the-art technology-enabled services, community wellness programs, and advocacy and education work, we are building a society in which emotional wellness can be a reality for everyone.Position Summary:The Travel Coordinator will assist the Vice President, Operational Strategies and the 988 Logistics Manager with activities related to events, travel and expense reimbursement. This includes scheduling and booking travel, creating itineraries, communicating with internal and external stakeholders, soliciting travel proposals and RFPs, and expense/reimbursement tracking.Duties/Responsibilities:Plan itineraries, research, book, and manage multi-leg domestic and international travel schedules.Ensure that all travel is compliant with the Vibrant Event and Travel policy. Enforce travel policies, per-diem limits, and spending guidelines.Liaise with airlines, hotels, and car rentals. Assist in negotiating GSA and corporate rates.Supports travel logistics for events and conferences including booking flights, hotels, car rentals and gathering relevant supporting documents to ensure adherence to travel and expense policies.Completing pre-established event budget templates and processing relevant invoices.In partnership with Finance, supports annual travel budget tracking and reporting for various departments.Connects with the Logistics Manager on a weekly basis to share progress, surface roadblocks, and brainstorm solutions .Develops an understanding of internal and external systems, such as Tipalti, Bill, and Egencia, create itineraries, confirm and book travel, process expense reports and credit card/invoice requests.When needed, process credit card reconciliation and external expense invoices in a timely manner.Engages in professional development activities (e.g., DEIB trainings)Required Skills/Abilities:Two years of experience in an administrative capacity.Experience in a travel or logistics role preferred.Familiarity with Microsoft 365.Knowledge of online booking tools and expense management software preferred.Excellent communication and interpersonal skills.Courteous and professional.Detail-oriented, with effective time management, multitasking, problem-solving, and organizational skills.Ability to establish productive and collaborative relationships with all levels of staff.Interest in mental health/suicide prevention and some familiarity with the nonprofit sector preferred.Required Qualifications:High School diploma or equivalent required.Bachelor's degree preferred.PhysicalRequirements:Mostly sedentary work; using standard office equipment including: a computer, keyboard, and telephoneAbility to remain calm and composed under stressPotential travel to Vibrant's office and/or to support Vibrant in-person events.We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.Please be aware that fictitious job openings, consulting engagements, solicitations, or employment offers may be circulated on the Internet in an attempt to obtain privileged information, or to induce you to pay a fee for services related to recruitment or training. Vibrant does NOT charge any application, processing, or training fee at any stage of the recruitment or hiring process. All genuine job openings will be posted on our careers page and all communications from the Vibrant recruiting team and/or hiring managers will be from an @vibrant.org email address.We determine base pay through a comprehensive review of skills, experience, education, certifications, geographic location, and other relevant factors. The range listed reflects the compensation parameters for the role and does not represent the full compensation package. A complete overview of compensation and benefits will be provided by the Talent Acquisition team during the hiring process.Full time employees will be eligible for excellent comprehensive benefits, including medical, dental, vision, supplemental income insurance, employer paid disability insurance, employer paid life insurance, pre-tax FSA for medical and dependent care, and 401K available.Studies have shown that women and people of color are less likely to apply for jobs unless they believe they are able to perform every task in the job description. We are most interested in finding the best candidate for the job, and that candidate may be one who comes from a less traditional background. Vibrant will consider any equivalent combination of knowledge, skills, education and experience to meet minimum qualifications. If you are interested in applying, we encourage you to think broadly about your background and skill set for the role.Vibrant Emotional Health is an equal opportunity employer. Applicants are considered for positions without regard to veteran status, uniformed service member status, race, creed, color, religion, gender, gender identity, sex, sexual orientation, citizenship status, national origin, marital status, age, physical or mental disability, genetic information, caregiver status or any other category protected by applicable federal, state or local laws.Please be aware that fictitious job openings, consulting engagements, solicitations, or employment offers may be circulated on the Internet in an attempt to obtain privileged information, or to induce you to pay a fee for services related to recruitment or training. Vibrant does NOT charge any application, processing, or training fee at any stage of the recruitment or hiring process. All genuine job openings will be posted on our careers page and all communications from the Vibrant recruiting team and/or hiring managers will be from an @vibrant.org email address.