Jeremy A. - OPERATIONS AND ADMIN COORDINATOR

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OPERATIONS AND ADMIN COORDINATOR

Travel Coordination o Arrange flights, hotels, transportation, tours, and other travel services. o Coordinate travel itineraries and make sure all bookings are accurate. o Monitor changes, cancellations, delays, and rebooking requirements. o Coordinate with travel agencies, airlines, hotels, transport providers, and other suppliers. Travel Documentation o Prepare and organize travel documents, itineraries, vouchers, confirmations, and related paperwork. o Check passport, visa, insurance, and other travel requirements when applicable. o Maintain accurate records of travelers and bookings. Administrative Support o Handle emails, inquiries, correspondence, and day-to-day administrative tasks. o Prepares & submit quotations to client as per travel requirements for approval o Prepare reports, spreadsheets, invoices, purchase requests, and other documents. o Maintain organized digital and physical filing systems. o Assist with scheduling meetings, appointments, and travel-related activities. Booking & Reservation Management o Process travel reservations and ensure details such as names, dates, destinations, and payment information are correct. o Track booking confirmations and deadlines. o Follow up with suppliers regarding pending reservations or requests. Customer/Traveler Support o Respond to traveler questions and requests. o Provide updates regarding itineraries, bookings, and travel arrangements. o Assist with resolving travel issues before and during trips. Financial & Expense Coordination o Monitor travel-related expenses and invoices. o Check billing accuracy and coordinate payments with the finance team. o Track budgets, deposits, refunds, and outstanding balances. o Maintain records for expense reconciliation. Supplier & Vendor Coordination o Communicate with hotels, airlines, transportation companies, tour operators, and other vendors. o Request quotations and compare rates and services. o Maintain supplier records and help ensure agreed rates and services are delivered. Operations Monitoring o Make sure travel arrangements are completed according to schedule. o Track multiple bookings or trips simultaneously. o Identify potential problems and coordinate solutions quickly. o Support emergency or last-minute travel changes. Data Entry & Record Keeping o Update booking systems, databases, spreadsheets, and internal records. o Keep traveler and transaction information accurate and up to date. o Prepare operational and management reports. Compliance & Policy o Ensure travel arrangements follow company policies and procedure. o Help ensure required documents and approvals are completed. o Follow relevant travel, booking, and data privacy procedure.

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Hire Jeremy for: VA for SaaS, VA for E-commerce, VA for Retail, VA for Insurance, VA for Healthcare