Location: St. Louis Park, MN (Corporate Office)
Status: Full‑Time | (daily in‑office presence required
Position Summary
Nova Group, GBC is seeking a highly organized, detail‑oriented, and service‑driven professional to support corporate office operations, employee travel, and project shipping and administrative needs. This St. Louis Park based role requires a consistent, daily in‑office presence. The position supports travel administration, project shipping and laboratory logistics, and general office administration. The ideal candidate thrives in a fast‑paced environment and can manage multiple priorities with accuracy, urgency, and professionalism.
Key Responsibilities
Travel Administration & Expense Support
-
Serve as the primary point of contact for employee and leadership travel inquiries, booking changes, and issue resolution
-
Ensure all travel bookings align with company travel policies, cost guidelines, and approval processes
-
Monitor travel itineraries and proactively address schedule changes, cancellations, delays, or emergencies
-
Maintain traveler profiles, preferences, and data within Navan (or similar travel platform)
-
Partner with Accounts Payable to support expense reporting, invoicing, reconciliation, and audit requests
-
Track and report travel spend, trends, and potential cost‑savings opportunities
-
Manage relationships with travel vendors, agencies, and preferred suppliers
-
Assist with updates to travel policies, internal communications, and training as needed
-
Provide administrative support for meetings, conferences, and group travel logistics
Project Shipping & Laboratory Support
-
Order and manage sampling, shipping, and laboratory supplies from vendors such as Accustar, EMSL, FedEx, and Staples
-
Prepare, pack, and ship laboratory samples and project supplies accurately and on time
-
Receive laboratory results via email, unlock files, upload results into reporting and project tracking systems, and notify project teams
-
Communicate with laboratories regarding project needs, result status, ETAs, and Chain of Custody (COC) requirements
-
Assist the Radon Coordinator with additional sample preparation and shipping as needed
Office & Administrative Support
-
Provide general office support including organization, scanning, file management, and ordering office supplies
-
Manage office mail distribution, including organizing, distributing, and copying checks for accounting
-
Answer and route incoming Teams phone calls for Nova Group
-
Serve as liaison between employees and insurance agents to request client‑specific Certificates of Insurance (COIs)
-
Support ad‑hoc administrative, operational, and corporate projects as assigned
Required Qualifications
-
2+ years of experience in business travel coordination, office administration, project support, or similar operational role
-
Strong organizational skills with exceptional attention to detail and follow‑through
-
Excellent customer service mindset with clear written and verbal communication skills
-
Proficiency in Microsoft Office (Outlook, Word, Excel)
-
Comfortable working in multiple systems and managing high volumes of administrative detail
-
Ability to manage multiple priorities simultaneously and adapt quickly to changing needs
-
Comfortable and effective working with remote/virtual teams across time zones
-
Must be computer‑proficient (approximately 90% of the role is computer‑based)
Preferred Qualifications
-
Experience supporting a corporate travel program or working with a Travel Management Company (TMC)
-
Familiarity with travel and expense platforms such as Navan, Concur, Egencia, or similar
-
Understanding of corporate travel policies and vendor contracts
-
Experience supporting executive‑level or high‑volume travel
-
Strong analytical and problem‑solving skills, including tracking spend and identifying efficiencies
