Travel & P-Card Administrator

Artera is seeking a Travel and Pcard Coordinator to assist with the management and coordination of all aspects of our corporate program. This involves working with all the corporate and operating company administrative assistants to ensure that all travel policies are current and adhered to, all documentation is accurate and complete, staying within budget constraints, and ensuring the collection and consolidation of receipts for expense reimbursements are correct according to policy.

This coordinator is also responsible for collaborating with selected vendors to resolve issues and work through escalated issues in a timely manner. The coordinator works to ensure company issued procurement cards (Pcards) are issued correctly, monitored/audited for fraudulent activity and timely expense reporting. Overall, this role aims to ensure a seamless travel and procurement card process between selected suppliers, Artera, and its operating companies.

Responsibilities include resolving escalated issues regarding travel and or lodging interruptions during and outside of normal business hours. Assist management with ensuring company policies are up to date and supplier quarterly business reviews (Q ) data and documentation is compiled and ready for supplier meetings. Assist with and or lead supplier Q ’s to ensure effective communication is had between all parties.

Works with stakeholders to resolve escalated issues.

Duties include but are not limited to:

• Oversees the travel planning and reservations as needed according to the guidelines within the travel policy.
• Partners with Finance and Treasury as needed to ensure harmonious agreement.
• Works with stakeholders to establish travel needs (airfare, hotel, rental cars, etc.)
• Assists stakeholders to set up lodging for crews.
• Researches, procures, and manages transportation and catering services for events.
• Works with hotels as needed to establish rates and resolve escalated issues.
• Plans executive travel as needed while maintaining a high level of confidentiality.
• Analyzes current policies and practices, identifies inconsistencies in policies, and makes recommendations for resolution and clarity.
• Prepares reports, audits, etc., and works with stakeholders in a confidential manner.
• Creates, maintains, and updates employee and vendor profiles.
• Reviews corporate card limits and issues increases/decreases/exception as approved.
• Other duties as assigned.

Required Skills:

• Experience with Travel Planning and Systems.
• Experience in Microsoft Office Suite to include MS Excel.
• Strong problem-solving and analytical skills.
• High level of integrity and attention to detail.
• Strong verbal and written communication skills, including reports and presentations.
• Strong organization and prioritization skills.
• Ability to work in a dynamic, collaborative, and results-driven environment.
• Ability to build and manage client relationships at all levels.
• Ability to think strategically to assess clients’ situations effectively and assemble solutions to meet needs.

Desired Skills:

• Experience working in and with AmTrav, Concur.
• Background in auditing and or compliance.
• Ability to work with budgets.
• Ability to train others.

• Associate

• Full-time

• Administrative

• Construction, Oil and Gas, and Utilities