Administrative and Travel Assistant at Nova Group, GBC

Minneapolis, Minnesota, United States -

Full Time

Start Date

Immediate

Expiry Date

03 Sep, 26

Salary

0.0

Posted On

05 Jun, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Travel Coordination, Office Administration, Expense Reporting, Logistics Management, Microsoft Office, Vendor Management, Customer Service, Project Support, File Management, Communication Skills, Attention To Detail, Time Management

Industry

Environmental Services

Description

ADMINISTRAIVE AND TRAVEL ASSISTANT 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

Responsibilities

The role manages corporate travel bookings, expense reporting, and vendor relationships. Additionally, it handles project shipping, laboratory logistics, and general office administrative tasks.