TRAVEL LOGISTIC COORDINATOR

Travel Logistics Coordinator

Coordinate trade delegation programs consisting of groups of 10 to 15 international participants traveling across multiple states within the United States. The Travel Logistics Coordinator is responsible for identifying and evaluating lodging and transportation options, managing reservations, coordinating itinerary changes, maintaining accurate records, and supporting invoice reconciliation while ensuring compliance with organizational policies and applicable federal travel regulations.

Hotel Coordination

• Manage and coordinate hotel reservations for trade delegation programs.
• Ensure compliance with negotiated rates and applicable travel policies.
• Administer rooming lists, modifications, cancellations, and booking confirmations.
• Maintain ongoing communication with hotels and internal teams.
• Monitor billing processes, verify information accuracy, and support payment reconciliation.

Transportation and Air Travel

• Coordinate airline tickets and resolve unexpected travel-related issues.
• Manage transportation providers throughout the United States.
• Request and compare quotations based on the requirements of each program.
• Coordinate schedules, logistical requirements, and service quality standards.
• Resolve operational issues and review invoices for reconciliation purposes.

Administrative and Program Support

• Maintain and update the calendar of trade programs and events.
• Serve as the primary point of contact for Program Managers regarding travel logistics.
• Provide logistical and operational support during program implementation.
• Coordinate meeting venues, event spaces, and group reservations.
• Maintain records, vendor information, invoices, and databases related to program activities.

• Bachelor’s degree or an equivalent combination of education and experience in Hospitality Management, Tourism, Event Management, Business Administration, Logistics, or a related field.
• Advanced written and verbal English proficiency.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple programs and priorities simultaneously.
• Proficiency in email communication, spreadsheets, shared files, and virtual meeting platforms.
• Professional, customer-service-oriented communication style.
• Ability to work independently and make sound decisions.
• Minimum of two years of experience in travel coordination, event logistics, hospitality, transportation, or customer service.
• Knowledge of group hotel reservations and travel logistics.
• Familiarity with U.S. geography and travel markets.
• Experience working in multicultural and international environments.