Mission Support Officer – Travel Coordinator – Vaxcom

Mission Support Officer – Travel Coordinator – Vaxcom

Requirements

• Minimum 5 years of experience or 10 years of experience in lieu of a degree
• MUST possess a valid US driver’s license
• Excellent attention to detail, must be able to multitask and have a sense of urgency to complete travel tasks within the allotted timeframe provided
• Excellent communication and organizational skills
• Excellent customer service acumen
• Ability to complete required reporting, presentations, and project documentation
• Ability to maintain highly organized travel reports for reporting/auditing purposes
• Strong understanding of visa/passport processing guidelines and requirements
• Ability to successfully process high volume foreign travel
• Ability to handle stress and work well under pressure while demonstrating analytical and critical thinking
• Proficient in Microsoft Office products including MS Word, Excel, and Power Point

Responsibilities

• Become specialized in visa and passport processing, maximizing efficiencies and productivity
• Gather and review application documents to ensure accuracy and compliance with relevant country specific visa requirements and passport regulations
• Maintain and track passport reporting documentation to ensure passport validity for all program personnel
• Liaise with embassies and consulates to track application statuses and address any inquiries or issues promptly
• Must be able to work independently in a sometimes extremely fast paced environment
• Act as a liaison and manage relationships with corresponding Government entities
• Knowledge of international travel regulations processing requirements
• Assist in identifying known and unknown risks and dependencies related to travel and current events in international locations that may negatively impact the success of a project
• Coordinate required pre-deployment activities: Training, maintain Synchronized Pre-Deployment and Operation Tracker (SPOT) profiles, Electronic Country Clearances (eCCs) and Letters of Authorizations (LOAs)
• Coordinate with external travel office entities to ensure itineraries, in-country transportation and lodging aligns with scheduled deployment dates
• Assist Business Operations Team with the production and validation of invoicing activities associated with travel expenses
• Package and mail passports to ensure travel readiness for deployments
• Deliver and retrieve passports to/from embassies for processing
• Coordinate travel reservations for staff/contractors for airline, car rentals, and hotel accommodations
• Data entry of travel information into designated repository to maintain program level deployment records
• Maintain custody of travel records and documents for sponsor staff and contractors when not in use
• Validate incoming and outgoing personnel information to Project Analysts to satisfy daily personnel reporting requirements

Preferred Qualifications

• Extensive overseas travel experience