Travel & Events Coordinator - Hybrid/Remote

The Mental Health Association of NYC, Inc. dba Vibrant Emotional Health; United States; Hybrid; USD 57,000 - 69,000; Full time

Job summary

Vibrant Emotional Health, housed in the 988 Network Operations, is seeking a Travel Coordinator to support travel planning, budgeting, and expense processing. Hybrid preferred, with remote options for qualified candidates. The role reports to the Manager, Logistics and supports VP, Operational Strategies.

The position involves scheduling, itineraries, vendor negotiations, and ensuring compliance with travel policies. Strong organizational and communication skills are essential.

Qualifications

• 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.

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)

Skills

Administrative experience

Travel/logistics experience

Microsoft 365

Online booking tools

Expense management software

Communication skills

Attention to detail

Time management

Nonprofit/mental health familiarity

Education

High School diploma

Bachelor's degree preferred

Tools

Tipalti

Bill

Egencia

Job description

Vibrant Emotional Health, housed in the 988 Network Operations, is seeking a Travel Coordinator to support travel planning, budgeting, and expense processing. Hybrid preferred, with remote options for qualified candidates. The role reports to the Manager, Logistics and supports VP, Operational Strategies.

The position involves scheduling, itineraries, vendor negotiations, and ensuring compliance with travel policies. Strong organizational and communication skills are essential.