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When you work with the world's most innovative companies, you know you're making a difference. Our clients are the game changers, leaders and investors who fuel the global innovation economy. They're the businesses behind the next fabrication breakthroughs. And the visionaries whose new technologies could transform the way people live and work.
They come to BLM GROUP USA for our expertise, deep network and nearly sixty years of experience in the industries we serve, and to partner with diverse teams of passionate, enterprising BLMers, dedicated to an inclusive approach to helping them grow and succeed at every stage of their business.
Join us at BLM GROUP USA and be part of bringing our clients' world-changing ideas to life. At BLM, we have the opportunity to grow and collectively make an impact by supporting the innovative clients and communities BLM GROUP serves. We pride ourselves in having both a diverse client roster and an equally diverse and inclusive organization.
We offer a competitive benefits package which includes medical, dental, vision, 401k with company match, life/disability and many others!
Job Title: Corporate Travel Specialist
Department: Administration
FLSA Status: Non-Exempt
Cost Center: US100004HA - Logistics
Summary
The Corporate Travel Specialist coordinates and communicates travel plans to all BLM GROUP employees according to company policy. The Corporate Travel Specialist is also responsible for BLM GROUP's corporate fleet vehicle program, assistance with expense reporting, and assists as needed with the company credit card program.
Essential Functions
The duties listed below are the specific duties and tasks that someone in this position must accomplish.
- Coordinate domestic and international travel arrangements for the entire organization. Maintain system of required documentation for ease of retrieval.
- Prepare required entry documents for employees traveling internationally (e.g. invitation letters, visas, etc.).
- Arrange routine and complex travel, coordinating plans for any air, car, and hotel accommodations needed, and ensure arrangements are communicated to both the employee and manager. This may include domestic and international travel.
- Ability to be flexible as plans change and communicate those changes to all necessary parties.
- Review and approve expense reports, and follow up with internal team members when they are late or not turned in.
- Request reimbursement from employees that charge unauthorized items on company credit cards.
- Work globally with multiple BLM GROUP sites, in different time zones, as needed.
- Be available to receive calls from employees having changed travel plans.
- Continually seek strategic initiatives to explore cutting edge travel technologies and/or websites.
- Be highly proficient in monitoring current market conditions and adjusting partnerships based on company needs & preferences.
- Review travel related policies and processes to identify and recommend best practices.
- Schedules the company vehicle usage, develops and maintains system for tracking maintenance of vehicles, distributes keys and necessary paperwork for employees use while driving, ensures insurance is up to date and all vehicles that go out have necessary safety items and paperwork, and monitors vehicles upon their return for damage, cleanliness, gas usage, mileage, etc.
- Contact customers and guests before their visits to BLM to communicate preferred amenities to help them acclimate to the area.
- Be responsible for completing invoices, matching and reconciling cost of issued services to final billing.
- Be available to work the required overtime necessary to complete work necessary for operational concerns.
- Other duties as assigned by management.
Qualifications
- At least five (5) years of experience managing domestic and international travel activities.
- Ability to lead vendor negotiations and communicate effectively.
- Previous experience with Concur required.
- Ability to maintain confidentiality regarding employee situations.
- In depth knowledge of North America and Italy geography and/or ability to understand distances between points of travel.
Knowledge, Skills, and other Abilities
- Highly proficient in MS Office, including Word, Excel, PowerPoint, Adobe & Outlook.
- Highly organized; thorough and efficient; methodical and detailed worker.
- Able to work independently and effectively with minimal supervision.
- Ability to create, maintain, and manage a project plan.
- Ability to understand and meet deadlines and goals.
- Ability to work in a fast-paced environment.
- Excellent verbal and written communication skills.
- Must be able to effectively listen, understand, and analyze problems.
- Excellent time management skills.
- Able to meet deadlines and communicate deadlines to other team members.
- Able to effectively work with all levels of team members.
- Fluent in Italian (preferred).
Licensing/Certifications
- A clear driving record containing no more than two (2) minor moving violations in three (3) years and no major violations in the last seven (7) years
Equipment, Machinery, Tools, and Vehicles Used
- General office equipment, including computers, printers, fax machines and telephones.
Physical Demands
The physical demands described here are representative of those that an employee must be able to accomplish to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
While performing the duties of this job, the employee is regularly required to use hands to manipulate, handle, feel or operate objects, tools or controls; reach with hands and arms; stand; talk and hear; walk; sit, climb or balance; stoop, kneel, crouch or crawl; and lift or move up to fifteen (15) pounds.
Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral visions, depth perception and the ability to adjust focus.
Mental Demands
While performing the duties of this position, employees are regularly required to use written and oral communication skills; read and interpret data, information and documents, analyze and solve problems, use math and mathematical reasoning; observe and interpret situations; learn and apply new information or new skills; work under deadlines and constant interruptions; interact with staff and other organizations; and frequently deal with dissatisfied or quarrelsome individuals.
Working Conditions
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.
The incumbent works primarily in an office environment.
This position is not a remote or hybrid position. The position requires only occasional travel for training or similar activities.
Reporting Relationships
This position reports to the Chief Financial Officer.
Supervisory Responsibility
None
We are an Equal Employment Opportunity ("EEO") Employer. If you need assistance or an accommodation with completing the application, you may contact us at (248) 560-0080.