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TRAVEL & LOGISTICS COORDINATOR
Company / Organization: Ocean Exploration Trust
Type: Part-time
Description:
Job Purpose
To coordinate travel and assist with logistics for the Ocean Exploration Trust’s annual sea-going field program aboard Exploration Vessel (E/V Nautilus).
Requirements:
Duties and Responsibilities
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
TRAVEL
- Assist Travel & Logistics Manager with purchasing all flights for OET staff and contractors.
- Coordinate with Travel & Logistics Manager small to medium size domestic and international group travel logistics
- Manage reservations for hotels and ground transportation after logistics confirmation from Travel & Logistics Manager.
- Emergency phone duty – coordinate with Travel & Logistics Manager for time off.
- Respond to deviations to expedition related travel dates within the confines of OET travel policies.
- Track status of expedition travel for each cruise leg including monitoring and ensuring completion of all travel information documents.
- Assist Travel & Logistics Manager during major expedition schedule disruptions. Communicate with appropriate OET staff and initiate courses of actions and cancellation/rebooking of travel arrangements.
- Ensure purchases are tagged with grant codes and reports are generated for the Business team and budget owners.
- Assist Travel & Logistics Manager in the workflow/communication process between travel and OET departments.
- Work with Travel & Logistics Manager in developing reports for collection, storing and transfer of confidential travel information and documents.
LOGISTICS
- Prepare multiple large expense reconciliation and reports with back-up documentation on a monthly basis
- Track and facilitate delivery of items to/from E/V Nautilus.
- Create and manage organization-wide spreadsheets with accuracy and within deadlines
- Build positive working relationships with local and remote staff, contractors and program participants through professional, concise communication
FINANCE
- Run monthly travel reports, working closely with Finance Dept. to reconcile travel credit cards and research discrepancies.
- Track all backup documentation for business and expedition travel authorizations.
- Track all hiring forms (SOW, ICA, R&R, I9 etc) and notify CFO of missing documents.
- Other duties as required.
Preferred Qualifications
- Excellent communication and anticipation of travel needs for individuals and groups
- Proficient with Google Drive and Google Spreadsheets
- Demonstrated administrative support, preferably with prior travel and logistics experience
- Accounting and reconciliation experience
- Experience with booking group travel airfare and hotels
- Experience with shipping and receiving tracking and logistics
Requirements
- 2-5 years of administrative support
- Demonstrated technical aptitude and ability to learn and use new software
- Excellent writing and communication skills
- Excellent organization and planning skills
- Ability to anticipate needs and provide solutions
Supervisory Responsibility
None.
Work Environment
This job operates in a clerical office setting. This role may be performed from a remote location upon authorization by the CFAO. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets, scanners and fax machines.
Physical Demands
This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand as necessary.
Position Type/Expected Hours of Work
This is a part-time seasonal position. Days and hours of work are variable dependent upon needs during the expedition season. Evening and weekend work may be required as job duties demand.
Travel
None.
Required Education and Experience
- Bachelor's degree required. Experience may be substituted.
- Minimum 2 years of Business travel experience.
- Strong written and oral communication skills
- Experience with travel software, Google Suite, Excel, and Word.
Work Authorization
In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire.
Ocean Exploration Trust is an Equal Employment Opportunity/Affirmative Action employer and provides equal employment opportunity to all persons without regard to race, color, religion, sex, national origin, age, genetic information, disability, veteran status, political beliefs, sexual orientation, and marital and family status.
To apply:
Send cover letter and resume/cv to allison@oet.org
Point of Contact: Allison