Coordinator, Travel Finance Operations

Summary

Join PIVOT Agency as a Coordinator, Travel Finance Operations, providing accounting and administrative support to the VP of Travel & Hospitality Finance and Finance team. You will manage hotel folios for professional sports teams, ensuring accurate billing and resolving discrepancies. Responsibilities include compiling travel spend summaries, communicating with clients and hotel staff, and identifying process improvement opportunities. Success requires excellent communication, negotiation, and client service skills, along with attention to detail and understanding of basic accounting. The role involves managing multiple projects in a fast-paced environment and representing the company professionally. Work is primarily remote.

Requirements

• Ability to professionally communicate internally and externally with PIVOT clients, including pro sports franchises and luxury hotel properties
• Mandatory daily communication during business working hours
• Use sound judgment in negotiation and conflict resolution between PIVOT clients and hotel properties
• Escalate issues to the Manager of Travel Finance Operations in a timely manner
• Manage one's schedule to provide first-class service to PIVOT Travel clients
• Represent the company in alignment with its core values and objectives
• An appropriate level of drive and toughness to effectively manage multiple demanding, critical projects in a fast-paced, technical environment and rapidly evolving industry
• Intermediate knowledge of G-Suite & Microsoft products
• Acute attention to detail
• Excellent presentation skills, both written and oral communication
• Understanding of basic Accounting

Responsibilities

• Manage Hotel Folios for Professional Sports Teams
• Verify the accuracy of charges vs. contracted amenities for hotel stays during road games
• Ensure seamless billing process for professional sports teams
• Resolve discrepancies by communicating with hotel staff and ensure timely resolution
• Create detailed breakdowns for the teams to allow for a simplified approval process
• Assist in Compiling Travel Spend Summaries
• Provide necessary support and data to ensure accurate reporting of travel expenses
• Client Communication and Support
• Maintain professional dialogue with sports teams and hotel staff regarding billing issues and inquiries
• Provide dedicated support to professional sports teams throughout their travel periods, ensuring their billing needs are met promptly and efficiently
• Process Improvement and Efficiency
• Identify opportunities to enhance processes related to hotel stay billing for professional sports teams
• Work closely with stakeholders to implement improvements and streamline operations effectively
• Other
• Participate in weekly “all-hands” company meetings
• Perform any additional duties assigned by the EVP of Travel, the VP of Travel & Hospitality Finance, and the CEO within the reasonable scope of this position

Preferred Qualifications

Salesforce experience is a plus

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401K, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short-Term & Long-Term Disability
• Work From Home