Coordinator Travel Finance
PIVOT Agency | Walnut Creek | www.jobvertise.com |
PIVOT Agency is a full-service sports marketing agency built at the nexus of brands and culture, forming alliances between consumer brands, athletes, sports, the arts, causes, business & media.
Our Mission: To deliver best-in-class expertise, always prioritizing our clients needs to achieve optimal success.
Our Vision: To be the industry-leading sports & entertainment agency by offering a strategic array of diverse, best-in-class client services.
SUMMARY
Coordinator, Travel Finance will provide accounting and administrative support to the Manager, Travel Finance Operations. This position requires exceptional attention to detail, administrative accuracy, timely completion of tasks, and effective and frequent communication to all PIVOT staff and clients. The Coordinator, Travel Finance is to report directly to the Manager, Travel Financial Operations with the following:
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Review hotel folios for accuracy and have timely communication with hotel personnel and teams as necessary to resolve discrepancies.
• Present all folios to clients within 48 hours of receipt of hotel folio.
• Prepare and distribute customized commission invoices to clients, communicate payment terms, and follow-up on delinquent payments.
• Follow up with hotels on commission receivables
• Assist Financial Operations Manager with quarterly and year end travel spend summaries for clients
• Work closely with Manager, Travel Finance Operations & Senior Director, Travel Operations to identify areas of improvement and opportunity and ensure operational efficiency and financial accuracy.
• Participate in weekly all-hands company meetings.
• Perform any additional duties assigned by Manager, Travel Finance Operations & Senior Director, Travel Operations within the reasonable scope of this position.
SUCCESS CRITERIA
• Ability to effectively manage the daily travel needs of PIVOT Clients
• Ability to professionally communicate internally and with external PIVOT clients, including pro sports franchises and luxury hotel properties
• Use of sound judgement in negotiation and conflict resolution between PIVOT clients and hotel properties and escalate any issues that arise to the Manager, Travel Finance Operations & Senior Director, Travel Operations in a timely manner
• Ability to manage ones own schedule to provide first class service to PIVOT Travel clients
• Ability to represent the company in alignment with its core values and objectives
• Mandatory daily communication internally during business hours
Requirements
Required Education and Experience:
• Prior experience working in hotels, Accounting, Finance, or Business Management preferred
• 3+ years employment experience in a bookkeeping or accounts receivable/accounts payable role
QUALIFICATIONS
Knowledge, Skills, Abilities
• Advanced skills in Microsoft Excel
• Previous experience with accounts payable and/or accounts receivable platform (Bill.com, QuickBooks, etc.)
• Advanced negotiation skills
• Acute attention to detail
• Excellent presentation skills, both written and oral communication
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
EMPLOYMENT PRACTICES
At PIVOT Agency, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.
WORK ENVIRONMENT
This role operates in a typical business environment working remotely from an employees home office. This role routinely uses a computer and its voice or video call capabilities. This role requires working long hours sitting and staring at a computer and talking via voice and video calls.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is regularly required to use a laptop computer. Specific physical abilities required by this job include sitting, standing, talking and hearing both in person and over the phone and keyboarding.
Our Mission: To deliver best-in-class expertise, always prioritizing our clients needs to achieve optimal success.
Our Vision: To be the industry-leading sports & entertainment agency by offering a strategic array of diverse, best-in-class client services.
SUMMARY
Coordinator, Travel Finance will provide accounting and administrative support to the Manager, Travel Finance Operations. This position requires exceptional attention to detail, administrative accuracy, timely completion of tasks, and effective and frequent communication to all PIVOT staff and clients. The Coordinator, Travel Finance is to report directly to the Manager, Travel Financial Operations with the following:
ESSENTIAL DUTIES AND RESPONSIBILITIES
• Review hotel folios for accuracy and have timely communication with hotel personnel and teams as necessary to resolve discrepancies.
• Present all folios to clients within 48 hours of receipt of hotel folio.
• Prepare and distribute customized commission invoices to clients, communicate payment terms, and follow-up on delinquent payments.
• Follow up with hotels on commission receivables
• Assist Financial Operations Manager with quarterly and year end travel spend summaries for clients
• Work closely with Manager, Travel Finance Operations & Senior Director, Travel Operations to identify areas of improvement and opportunity and ensure operational efficiency and financial accuracy.
• Participate in weekly all-hands company meetings.
• Perform any additional duties assigned by Manager, Travel Finance Operations & Senior Director, Travel Operations within the reasonable scope of this position.
SUCCESS CRITERIA
• Ability to effectively manage the daily travel needs of PIVOT Clients
• Ability to professionally communicate internally and with external PIVOT clients, including pro sports franchises and luxury hotel properties
• Use of sound judgement in negotiation and conflict resolution between PIVOT clients and hotel properties and escalate any issues that arise to the Manager, Travel Finance Operations & Senior Director, Travel Operations in a timely manner
• Ability to manage ones own schedule to provide first class service to PIVOT Travel clients
• Ability to represent the company in alignment with its core values and objectives
• Mandatory daily communication internally during business hours
Requirements
Required Education and Experience:
• Prior experience working in hotels, Accounting, Finance, or Business Management preferred
• 3+ years employment experience in a bookkeeping or accounts receivable/accounts payable role
QUALIFICATIONS
Knowledge, Skills, Abilities
• Advanced skills in Microsoft Excel
• Previous experience with accounts payable and/or accounts receivable platform (Bill.com, QuickBooks, etc.)
• Advanced negotiation skills
• Acute attention to detail
• Excellent presentation skills, both written and oral communication
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
EMPLOYMENT PRACTICES
At PIVOT Agency, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.
WORK ENVIRONMENT
This role operates in a typical business environment working remotely from an employees home office. This role routinely uses a computer and its voice or video call capabilities. This role requires working long hours sitting and staring at a computer and talking via voice and video calls.
PHYSICAL REQUIREMENTS
While performing the duties of this job, the employee is regularly required to use a laptop computer. Specific physical abilities required by this job include sitting, standing, talking and hearing both in person and over the phone and keyboarding.
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