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Administrative Coordinator / Travel Administrative Coordinator

Spectraforce Technologies
United States, New York, Rochester
Apr 15, 2026
Job title: Administrative Coordinator / Travel Administrative Coordinator Location: Rochester New York 14625 Duration: 6 months Schedule: Mon-Fri, 9am-3pm, onsite Tues-Thurs. (Hybrid) Core Responsibilities: Monitors travel department shared mailbox and responds to traveler questions and requests for assistance. Works with travelers to provide day to day guidance and raise awareness of travel policy. Maintains knowledge of travel policy. Assists in the preparation of regularly scheduled reports. Provides back up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing. Perform light office duties: Data entry, ordering supplies etc. Skills: Proficient in Microsoft Office products including MS Word, Excel and Power Point Strong oral and written communication skills Technology/technical aptitude Analytical and data reporting skills. Experience: A minimum of 5 years' Travel Industry experience required. Travel Agency or Corporate Travel preferred. Task: Culture Shaping Update master spreadsheet with changes Respond to email requests (confirm process) CVENT - Remove person from CVENT and Add to New Event - send registration Connect with Culture Shaping Team / Admin w/ important changes/questions New Meeting Request Validation Review new requests as they come in Confirm all data elements are included, including Participant List Reach out to requestor for any clarifying data needs CVENT - Update event info to ensure the form is complete Work with Julie to review current capacity and allocate to meeting planner in CVENT Meeting Planning Administrative Support Route contracts for signature CVENT - Use travel confirmation templates to send Confirmation to attendees (when given the "GO" signal from meeting planner) Assemble Executive Level Itineraries, in a timely manner, to support polished experience Assist in execution of regular reports (e.g. status updates to MT leaders) Office Administration Assistance Shipping assistance Invoice tracking - ensure bills are being paid in timely fashion Provides back up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing. BONUS: Project Management Support Monitor and track progress on each of our Meetings & Events Manage Budgets for Top 20 Meetings & Events, updating when contracts are signed and final costs are incurred Gather AI assistant notes from each meeting and track Next Steps for Top 20 Meetings & Events