Travel Account Coordinator

SEIU Local 2015 – Travel Coordinator

Location: California – Statewide Support
Department: Administration
Reports To: Deputy Director of Administration
Status: Full-Time | Non-Exempt

About SEIU Local 2015

SEIU Local 2015 is the largest union of long-term care workers in California, representing more than half a million home care, skilled nursing facility, and assisted living center workers across the state. Our members are united in their commitment to caring for California’s older adults and people with disabilities while building worker power and stronger communities.

Our mission is to unleash the collective power of long-term care workers, their families, and their communities to advance economic and social justice. We are committed to building an anti-racist organization grounded in equity, justice, and cross-difference solidarity.

To learn more, visit seiu2015.org.

About the Role

SEIU Local 2015 is seeking a highly organized, responsive, and service-oriented Travel Coordinator to administer statewide travel and transportation services for staff, executive leaders, members, member organizers, interns, and organizational events.

The Travel Coordinator oversees high-volume, time-sensitive travel arrangements, including flights, hotels, rental vehicles, trains, shuttles, executive transportation, and charter buses. Serving as the organization’s primary administrator for BCD Travel and Concur, this position manages travel profiles, booking permissions, itinerary support, policy compliance, credit-card documentation, expense reconciliation, and user training.

The position also coordinates organizational vehicle records, maintenance, insurance claims, certificates of insurance, registration and Department of Motor Vehicles requirements. Working closely with Finance, Administration, Human Resources, regional teams, vendors, and organizational leaders, the Travel Coordinator helps ensure that travel and transportation needs are handled accurately, efficiently, and in accordance with organizational policies.

Because union travel frequently supports urgent campaigns, member actions, Executive Board meetings, conferences, and statewide events, the Travel Coordinator must be able to manage changing priorities, solve problems calmly, and provide emergency or after-hours assistance when required.

Key Responsibilities

Statewide Travel Coordination

• Serve as SEIU Local 2015’s Statewide Travel Administrator and oversee the timely processing of travel requests
• Coordinate high-volume travel for staff, executive leaders, Training Center staff, members, member organizers, interns, Executive Board members, and organizational guests
• Arrange flights, hotels, rental vehicles, trains, shuttles, executive transportation, charter buses, and other ground transportation
• Develop accurate and complete travel itineraries for individuals and groups attending meetings, trainings, conferences, campaigns, member actions, and organization-wide events
• Process statewide travel requests, including regional, departmental, political, Executive Board, and All-Staff travel
• Review travel requests for accuracy, required approvals, policy compliance, cost effectiveness, accessibility needs, and completeness before booking
• Respond to last-minute changes, cancellations, disruptions, and emergency travel needs throughout California
• Provide emergency and after-hours travel assistance as organizational needs require
• Communicate confirmations, itineraries, changes, travel requirements, and relevant instructions clearly and promptly
• Maintain organized travel records, supporting documentation, and booking histories

BCD Travel & Concur Administration

• Serve as an administrator for BCD Travel, Concur, and related travel platforms
• Work closely with BCD Travel regarding travel policies, booking changes, credit-card authorizations, approval permissions, and staff travel requests
• Create and maintain Concur profiles for new staff and other authorized travelers
• Coordinate with Human Resources and other departments to process profile changes, access updates, employment-status changes, and organizational information
• Manage user permissions, approver assignments, booking access, and traveler information
• Provide Concur orientation and training for new staff and refresher training for current staff as needed
• Troubleshoot routine booking, access, authorization, and profile issues and escalate complex matters to the appropriate provider or internal partner
• Monitor travel-system practices and recommend improvements that strengthen accuracy, compliance, efficiency, and the traveler experience

Credit-Card Review & Expense Reconciliation

• Review online organizational credit-card charges daily for accuracy, authorization, appropriate coding, and required documentation
• Compile complete receipts, invoices, confirmations, approvals, and other backup documentation for credit-card transactions
• Investigate missing, incomplete, duplicate, or questionable transactions and follow up with staff, managers, vendors, and other parties to obtain required information
• Prepare the monthly credit-card charge summary and submit complete supporting documentation to the Staff Accountant within required timelines
• Lead the monthly reconciliation of statewide travel expenses and work with Finance to address discrepancies and outstanding items
• Research and provide documentation for audits, reconciliations, financial reporting, and internal reviews
• Prepare miscellaneous travel, expense, reconciliation, and operational reports as requested
• Process purchase orders and invoices related to hotels, conference registration, charter buses, travel services, and assigned departmental needs
• Process bank deposits and other financial-administrative transactions as assigned
• Maintain accurate records and internal controls in accordance with organizational policies and Finance requirements

Vehicle, Insurance & Transportation Administration

• Oversee administrative requirements for union-owned and rented vehicles, including vehicle-use approvals, maintenance, repairs, registration, insurance, and Department of Motor Vehicles documentation
• Maintain custody and accurate tracking of keys for union vans and other unused organizational vehicles
• Maintain current vehicle inventories, maintenance schedules, repair records, registration documents, insurance information, and related files
• Coordinate with staff, repair providers, rental agencies, insurance carriers, and vendors regarding vehicle maintenance, repairs, accidents, damage, and claims
• Process insurance claims related to union-owned vehicles and rental vehicles
• Process certificates of insurance for meetings, events, offices, and regional or departmental activities
• Track and coordinate the resolution of vehicle-related fines, tickets, tolls, and penalties with the responsible staff and appropriate departments
• Provide payroll processors with approved information regarding staff eligibility for vehicle or car allowances
• Coordinate charter-bus requests for regions and departments, including quotes, scheduling, confirmations, on-site coordination, and invoice processing
• Develop and maintain productive relationships with hotels, transportation providers, and other travel vendors throughout California

Accessibility, Service & Organizational Support

• Coordinate reasonable travel and transportation arrangements associated with approved accessibility and Americans with Disabilities Act needs
• Serve as a responsive point of contact for staff, members, leaders, and departments seeking travel-related information or assistance
• Communicate professionally with staff, management, members, vendors, and external partners when requesting information or resolving issues
• Support statewide meetings, campaigns, conferences, member actions, Executive Board meetings, and organization-wide events
• Provide travel assistance and operational support as directed by the Deputy Director of Administration and SEIU Local 2015 executives
• Coordinate with administrative support staff and provide guidance regarding assigned travel, reconciliation, transportation, and vehicle-management activities
• Gather and maintain information for Agency Fee Payer Time Distribution Reports when requested
• Protect confidential financial, personnel, traveler, payment, and organizational information
• Perform other duties and special projects as assigned to support the department and the mission of SEIU Local 2015

Qualifications

Required Qualifications

• Two to four years of progressively responsible experience coordinating high-volume travel, accounting or expense administration, financial operations, office administration, or a closely related function
• Experience booking a high volume of travel arrangements, including air travel, hotels, rental vehicles, and ground transportation
• Experience reviewing transactions, reconciling expenses, maintaining receipts and supporting documentation, or processing invoices and purchase orders
• Working knowledge of modern office operations, administrative procedures, recordkeeping, and customer-service practices
• Strong proficiency with Microsoft Office, including Outlook, Word, Excel, PowerPoint, and Teams
• Ability to learn and effectively administer travel, expense, accounting, and other technology platforms
• Strong organizational, time-management, and follow-through skills with exceptional attention to detail
• Ability to manage multiple time-sensitive priorities, frequent changes, and competing deadlines in a fast-paced environment
• Excellent written, verbal, and interpersonal communication skills
• Ability to communicate confidently and professionally with staff, management, members, vendors, and outside parties when requesting information or resolving issues
• Strong problem-solving skills and the ability to respond calmly and resourcefully to travel disruptions and emergencies
• Ability to work independently, exercise sound judgment, and appropriately escalate concerns
• Ability to maintain accurate and confidential financial, traveler, personnel, and organizational records
• Ability to type at least 35 words per minute with accuracy
• Ability and willingness to provide occasional after-hours support and travel within California as required