Travel Coordinator

Description

Role: Travel Coordinator 

Department: Global Volunteer Management

Location & Modality: Hybrid, based out of Op Smile HQ in Virginia Beach, VA

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.

Requirements

Job Qualifications and Skills Required:

• Bachelor’s degree or equivalent experience in hospitality, travel management, business administration, or related field.
• 2+ years of experience coordinating international travel in a corporate, nonprofit, or travel agency environment.
• Hands-on experience using multiple travel booking platforms (Navan, Christopherson Business Travel, SAP Concur, Travelport+, Amadeus, Sabre, etc.).
• Strong organizational and problem-solving skills, with the ability to manage multiple priorities under tight deadlines.
• Excellent written and verbal communication skills.
• Ability to remain flexible, agile, and calm under pressure, adapting quickly to last-minute changes or disruptions.
• Proficiency with Microsoft Office Suite (Outlook and Excel required) and online booking systems.
• Ability to work outside of standard business hours when needed.
• Written and spoken fluency in Spanish is a plus.

Compensation:

Operation Smile is committed to pay transparency. The anticipated salary range for this position is $42,000 to $52,500, which may vary slightly based on a candidate’s experience, qualifications, and geographic location.

Why Operation Smile?

Meaningful Work - At Operation Smile, you will engage in meaningful work that transforms lives, providing essential medical care to children and contributing to global health and well-being.

A Brighter Future - Make saving for the future easy with Operation Smile’s 401(k) plan, featuring Safe Harbor and employer matching. Cha-ching!

Happy and Healthy - Kick back and relax with Operation Smile's all-in-one health plans! We've got your health, pharmacy, dental, and vision needs covered for you and your loved ones. No worries, just smiles!

Worry-Free Insurance - Enjoy true peace of mind with 100% paid premiums for life and AD&D insurances. We've got you covered, no matter what!

Take Your Time (Off) - Flexible time off and celebrate with company-paid holidays! More time for fun and relaxation.

Work it, Flex it - Enjoy flexible work arrangements that fit your lifestyle, with remote, on-site, and hybrid work arrangements.

Travel Minus Stress - See the world through our unique employee programs, which offer opportunities to participate in international medical trips, community outreach, and global health initiatives.