Accounting Clerk/Travel Coordinator

Summary

The primary functions of this position are end-to-end accounts payable processing and coordination of company travel arrangements, including booking flights, hotels, and ground transportation; managing itineraries; ensuring cost-effective travel arrangements; and supporting employees with travel-related needs.  The role also assists in activities related to international travel requirements, such as visa applications, electronic travel authorizations, and declarations. This position should be available on call during evenings, weekends, and holidays to accommodate urgent or last-minute travel arrangements.

To support these functions, this position will be responsible for related document management including organizing, maintaining, and controlling electronic files and records in compliance with company policies and regulatory standards.  The role collaborates across departments to maintain efficient information flow and support operational and administrative needs. 

Job Duties and Responsibilities

Primary Responsibilities

• Coordinate and book all aspects of company travel, including flights, hotels, rental cars, and other transportation,
• Ensure travel arrangements are cost-effective and align with company policies and budgets.
• Develop and distribute detailed travel itineraries to employees and stakeholders.
• Monitor travel schedules and make adjustments as needed to accommodate changes or disruptions.
• Serve as the primary point of contact for travel-related questions and support.
• Maintain availability for on-call support during evenings, weekends, and holidays to manage urgent or last-minute travel needs.
• Assist in processing international travel applications such as visas, ETAs, and declarations.
• Reconcile travel-related credit card transactions, verify receipts, and resolve discrepancies in a timely manner.
• Maintain accurate records of travel expenses and prepare reports as needed.
• Process accounts payable invoices according to vendor terms and conditions.
• Ensure legitimacy of invoices via 2-way or 3-way matching processes.
• Ensure correct coding of expenses.

Secondary Responsibilities

• Maintain vendor record accuracy and including W-9 documentation.
• Ensure accurate ACH information for all accounts payable suppliers and providers.
• Verify and Report 1099 payments per IRS regulations.
• Monitor and reconcile outstanding purchase orders.
• Organize, maintain, and manage electronic files and records in accordance with company standards.
• Ensure proper document version control, naming conventions, and storage procedures.
• Monitor document accuracy, completeness, and accessibility across systems.
• Support document retention and compliance requirements, including audit readiness.
• Collaborate with internal teams to ensure timely documentation updates and information flow.
• Assist in developing and improving document management processes and procedures.
• Provide general administrative and operational support as needed.
• Other duties as assigned.

Expectations

• Demonstrate strong attention to detail and accuracy in all travel arrangements and document management tasks.
• Maintain a high level of organization and the ability to manage multiple priorities in a fast-paced environment.
• Provide timely and responsive support to employees, including urgent and after-hours travel needs.
• Exhibit professionalism and sound judgment when handling confidential information and sensitive travel situations.
• Ensure compliance with company policies, travel guidelines, and regulatory requirements.
• Communicate clearly and effectively with employees, vendors, and internal stakeholders.
• Proactively identify and resolve issues related to travel coordination or document control.
• Maintain flexibility and adaptability to changing schedules, priorities, and business needs.
• Accurately reconcile expenses and maintain financial accountability for travel-related transactions.
• Consistently meet deadlines for bookings, reporting, and document updates.
• Collaborate effectively across departments to support operational efficiency.
• Continuously seek opportunities to improve processes and enhance efficiency in travel coordination and document management.
• Maintain punctual, regular, and predictable attendance.
• Work collaboratively in a team environment with a spirit of cooperation.
• Respectfully take direction from manager.

Qualifications

To successfully perform this job, an individual must be able to carry out each essential duty satisfactorily, with or without reasonable accommodation and without posing a direct threat to the health or safety of themselves or others. The qualifications listed below represent the knowledge, skills, and abilities required. Reasonable accommodation may be provided for individuals with disabilities to enable them to perform the essential functions of the role.

Education Requirement

• High School Diploma/GED equivalent.
• Associate’s Degree in Business Administration, Office Management, Travel and Tourism; or equivalent combination of education and experience preferred but not required.
• Certifications in corporate travel management (e.g., CTA – Certified Travel Associate) is a bonus.
• Training in document control or records management or electronic document management systems is advantageous.
• Familiarity with travel booking platforms is a plus.

Skills Requirement

• Ability to book flights, hotels, rental cars, and manage complex travel itineraries efficiently.
• Proficiency in organizing, maintaining, and controlling electronic files and records, including version control and compliance.
• Experience reconciling travel-related credit card transactions and tracking expenses accurately.
• Proficiency with travel booking platforms, MS Office Suite (Excel, Word, Outlook), and electronic document management systems.
• Strong verbal and written communication skills; ability to interact professionally with employees, vendors, and stakeholders.
• Strong organizational and time management skills; ability to prioritize tasks and manage multiple deadlines.
• Ability to resolve travel issues, document discrepancies, and adapt to unexpected changes efficiently.
• High attention to detail in travel bookings, expense reconciliation, and document management.
• Customer service orientation; providing prompt, professional support to internal employees and external vendors.
• Willingness to be on call evenings, weekends, and holidays for urgent travel needs.
• Understanding of company travel policies, visa/ETA processes, and secure handling of sensitive information.
• Ability to collaborate effectively across departments and with different teams to support operational needs.

Preferred

• Understanding of Basic Accounting Principles.
• Knowledge of Account Payables.

Experience

• 2 years of experience in travel coordination, administrative support, or document management is a plus.
• Experience handling international travel requirements, including visas, passports, and ETAs is preferred.
• Experience reconciling corporate credit card transactions and managing travel expenses is beneficial.
• Experience working in a manufacturing, engineering, or regulated industry environment is advantageous.

Physical Requirements

• Standing – < 1 hour per day.
• Sitting -  5-6 hours per day.
• Walking – 1-2 hours per day.
• Lifting – Up to 25 lbs.
• Carrying – Up to 25 lbs.
• Pushing/pulling – Up to 25 lbs.
• Environment – Inside 100% of the time.

Benefits

• 401k
• 401k Employer Matching Program
• Health Insurance
• Dental Insurance
• Vision Insurance
• Health Savings Account
• Employee Assistance Program
• Life Insurance
• Voluntary Life Insurance
• Short Term & Long Term Disability
• Paid Time Off