Cooley is seeking a Travel Services Coordinator to join the Travel team.
Position summary: The Travel Services Coordinator is responsible for providing day-to-day assistance to the Travel Services department including traveler support and reconciliation of department invoices. Specific duties and responsibilities include, but are not limited to, the following:

Position responsibilities:

• Organize and coordinate logistics for travel vendor on site or external meetings
• Monitor and respond, as appropriate to travel department emails. Forward requests as appropriate for additional input to resolve the inquiries
• Create and maintain user profiles on various travel vendor portals
• Coordinate with Cooley’s Travel Management Company (TMC) and various vendors/hotels to apply payment for guest stays and/or hotel services through credit card authorization (cca) link requests
• Follow up to obtain receipts after charges occur and maintain a guest traveler and other charges spreadsheet to include all detail for each charge for use in month end reconciliation and accounting required backup
• Upload, edit, audit and complete electronic reconciliation of monthly AmEx and/or other travel vendor invoices through 3E and Chrome River
• Monitor monthly unused ticket reporting and send periodic reminders to travelers to initiate use of ticket credits
• Monitor refundable ticket report and initiate refunds through TMC consultants as appropriate
• Maintain travel department vendor contact lists
• Produce travel detail reports from the TMC travel portal, as requested
• Research and troubleshoot online travel platform functionality problems and travel itinerary questions
• Maintain the Travel department CooleyNet page with various travel alerts, documents, or other travel related materials (training provided)
• Provide high level customer service support to end users of travel platforms, TMC consultants, vendors, accounting department personnel and others, as required
• Receipt request fulfillment to the Accounting/Finance department or as otherwise requested
• Update and maintain electronic filing of travel related contracts and correspondence
• Assist with the creation and publishing of a travel department internal newsletter
• Provide administrative support to Senior Travel Services Manager and Director of Travel Services, as needed
• Responsible for ad hoc travel booking for both internal and guest travelers
• All other duties as assigned or required

Skills and experience:

Required:

• After orientation at Cooley LLP, exhibit proficiency in the Microsoft Office suite, iManage and other firm applications
• Advanced Excel skills
• Available to work overtime, as required
• 2+ year’s experience (e.g., administrative support role performing a wide range of administrative tasks with the ability to juggle multiple priorities) and in professional services environment
• Eligible for consideration of Senior designation with 3+ years’ creditable experience along with the proven ability to operate at an elevated level in terms of scope of responsibility, judgement and autonomy)
• Strong customer service skills
• Advanced Excel skills

Preferred:

• Bachelor’s Degree
• Accounting and/or travel program experience

Competencies:

• Self-starter
• Strong aptitude for learning
• Strong ability to multi-task between travel-related tasks while answering a multitude of email inquiries and/or requests
• Problem solving and ability to research historical data and produce reports
• Ability to take initiative and make suggestions for improvements to processes and procedures
• Strong follow-up skills
• Ability to exhibit high level professionalism and customer service skills
• Strong verbal and written communication skills
• Exhibit discretion in all communications
• Strong organizational skills and detail oriented
• Calm demeanor and ability to meet competing deadlines
• Ability to exercise good judgement and decision-making skills

Cooley offers a competitive compensation and excellent benefits package and is committed to fair and equitable employment practices.

• Organize and coordinate logistics for travel vendor on site or external meetings
• Monitor and respond, as appropriate to travel department emails. Forward requests as appropriate for additional input to resolve the inquiries
• Create and maintain user profiles on various travel vendor portals
• Coordinate with Cooley’s Travel Management Company (TMC) and various vendors/hotels to apply payment for guest stays and/or hotel services through credit card authorization (cca) link requests
• Follow up to obtain receipts after charges occur and maintain a guest traveler and other charges spreadsheet to include all detail for each charge for use in month end reconciliation and accounting required backup
• Upload, edit, audit and complete electronic reconciliation of monthly AmEx and/or other travel vendor invoices through 3E and Chrome River
• Monitor monthly unused ticket reporting and send periodic reminders to travelers to initiate use of ticket credits
• Monitor refundable ticket report and initiate refunds through TMC consultants as appropriate
• Maintain travel department vendor contact lists
• Produce travel detail reports from the TMC travel portal, as requested
• Research and troubleshoot online travel platform functionality problems and travel itinerary questions
• Maintain the Travel department CooleyNet page with various travel alerts, documents, or other travel related materials (training provided)
• Provide high level customer service support to end users of travel platforms, TMC consultants, vendors, accounting department personnel and others, as required
• Receipt request fulfillment to the Accounting/Finance department or as otherwise requested
• Update and maintain electronic filing of travel related contracts and correspondence
• Assist with the creation and publishing of a travel department internal newsletter
• Provide administrative support to Senior Travel Services Manager and Director of Travel Services, as needed
• Responsible for ad hoc travel booking for both internal and guest travelers
• All other duties as assigned or require