Travel Coordinator

Role: Travel Coordinator

Department: Global Volunteer Management

Location & Modality: Remote, US Based - local VA Beach candidates will be asked to work hybrid.

General Description:

The Travel Coordinator is responsible for delivering a smooth, cost-effective, and professional travel experience for Operation Smile’s employees, volunteers, and special guests traveling on behalf of the organization. This position manages all travel logistics while ensuring compliance with OSI travel policies, assisting with negotiating favorable terms with vendors, and providing exceptional customer service.

This role requires strong organizational skills, customer service experience, and the ability to thrive in a dynamic, global environment where plans can change quickly and creative solutions are needed.

Essential Functions:

Travel Coordination

• Arrange and confirm travel for individuals, groups, and Operation Smile guests, including flights, lodging, and ground transportation.
• Use multiple travel management platforms e.g., Navan, Christopherson Business Travel, SAP Concur, GDS (Travelport+, Sabre, or similar) to book, track, and manage travel efficiently.
• Proactively monitor itineraries, anticipate disruptions, and rebook as needed to minimize delays or inconveniences for travelers.
• Ensure travel arrangements comply with OSI policies and preferred supplier agreements.
• Handle special requests such as visa guidance, baggage needs, loyalty programs, and seating assignments.

Event Support

• Coordinate travel logistics for medical programs, trainings, leadership meetings, and donor events, including large-scale group movements.
• Work closely with Global Program Operations and other stakeholders to align travel with event goals, budgets, and timelines.
• Provide after-hours support on a limited basis for urgent travel needs during active programs.

Financial & Administrative Tasks

• Track travel spend, reconcile vendor invoices, and ensure accurate allocation of costs to projects or programs.
• Identify cost-saving opportunities while balancing traveler comfort and program requirements.
• Process volunteer reimbursement and payments for travel related to programs in coordination with finance.
• Communication & Customer Service.
• Act as the point of contact for travelers and guests before, during, and after travel regarding their travel needs.
• Provide clear itineraries, pre-travel briefings, and timely updates when plans change.
• Maintain a calm, empathetic, and professional demeanor when addressing traveler concerns or emergencies.