Administrative Coordinator, Corporate Travel &...

General Responsibilities: Do you possess strong analytical and technical abilities and demand fast, but carefully thought-out results? Are you independent in putting forth your own innovative and original ideas, which can change the organization while being resourceful and persuasive in overcoming obstacles? You are a decisive self-starter with the competitive drive to win. If this describes you then we encourage you to apply for our Administrative Coordinator, Corporate Travel & Meeting Services position based in Park Ridge, NJ. Corporate Travel * Oversee the day-to-day operations of corporate travel * Program Administrator of On-line program * Aid employees with the use of the on-line travel system * Make reservations for executives, consultants, non-employees, out of policy, relocations, etc. * Book special programs; strikes, incentives, ad committee, Presidents Circle, Security meetings, licensees, Bayhill/Arnold Palmer Invitational * Research out of policy requests to weigh price versus business needs * Train new hires in use of on-line system and travel procedure 1-10 * Assign and process on-line usernames and passwords * Daily monitoring of questions regarding travel bookings, procedure, expense reporting * Book car rentals for consultants and non-employees * Monitor expenses of consultants with OKC group * Investigate and assist with obtaining Visas and Passports (new and renewals) reviewing documents for completion and accuracy * Analyze monthly travel reports ? usage, market share, etc * Monitor need to update Hertz Travel Procedure * Monitor and update Travel Website * Negotiate hotel contracts * Survey Region field offices for locally negotiated hotel programs to incorporate into on-line website * Set up three RAC Applicant programs with start-up reconciliation * Prepare monthly reconciliation of RAC Applicant account * Support International employees traveling to US * Continuous research of new travel, and related, technologies to implement; electronic expense reporting, company paid credit cards * Interface with vendors regarding problems, system updates, etc. * Ensure availability for manual back-up system for travelers for on-line system outages * Handle requests for personal travel assistance Meeting Planning * Work with individual departments to access their off-site meeting needs * Discuss logistics of meeting; # of people, location, meeting room, AV, catering needs, etc * Investigate possible locations * Call hotels for rates and availability * Designed and submit spreadsheet with availability, price and location * Negotiate with chosen property * Review and approve contract then send for signature * Prepare room list, BEO, airline and ground transportation * Prepare any offsite requirements, i.e.: dine-around, theatre, leisure activities * Keep vendors appraised of changes * Finalize invoice and process for payment * Special events coordination, Presidents Circle, RVP meetings, Leadership meetings * HIP Implementation ? coordinating air, hotel and group arrangements * Genesis Project ? coordinating all travel plans for participants In-house Conference Services * Created, monitor and update Park Ridge Website ? automating the booking of conference rooms and catering * Fulfill requests from Executive staff * Configure function space to meet special requirements * Handle Audio visual and Video Conferencing needs * Work with Vendor on updating of AV needs * Day to day assistance of conference room operations * Work with requestors to redistribute room availability * Coordinate special programs and events: * webcast, stockholders meeting, IPO Stock Bell, BOD Dinners, 5K, Holiday Party, Red Cross Reception, Shelby Day, Gift purchases, etc. * Genesis Project ? coordinating meeting and catering space both in 2C and in individual department meeting rooms On-site Food Service Operation * Monitor daily food service operation * Oversee catering requests * Oversee 3C pantry to meet executive needs * Purchase equipment for executive use * Maintain catering menu on Hertz Intranet * Prepare and Review RFPs for Park Ridge and OKC food needs (cafe and vending) T&E Card Program and Gift Cheques * Program Administrator of Corporate Card Program * Validate and corporate authorization of on-line applications * Field all calls regarding corporate card program * Assist employees with corporate card issues * Prepared RFP to research new card program * Vetting vendors for • best fit? for Hertz * Coordinating vendor response into presentation for key department comments * Organizing to finalize contract and begin implementation * Receive and review request for Gift Cheques or cards * Process and send forms to AMEX * Confirm, upon receipt, order has been processes correctly * Distribute cheques / cards with paperwork to original requester Mandatory Requirements: Educational Background: B.A degree from an accredited university preferable.  Or equivalent, some college, coupled with more professional corporate experience in the travel and administration. Professional Experience: 5- 10  years in Administration and Corporate Travel Knowledge: * Solid knowledge of Airline industry * Solid knowledge of passport/visa requirements * Strong contract negotiations * Automation knowledge of online booking systems * Proficiency in MS Word, Excel, PowerPoint Skills: * Strong interpersonal, organizational and listening skills with the ability to work in a diverse cultural environment * Team Player * Effective communication skills at all levels * Detail oriented, resourceful, organized, responsive, proactive, flexible, dependable, able to follow through on tasks * Ability to manage multiple projects * Ability to delegate work as needed to different people to make sure all deadlines are met * Ability to work independently with minimal supervision or as part of a team * Automation/process improvement to improve communications and reduce duplicate efforts. * Relies on extensive experience and judgement to plan and accomplish goals * Ability to perform a variety of tasks on ad-hoc basis * Executing strategies to improve efficiency and customer service Hertz is a Drug-Free Workplace. All employment is contingent on successful completion of drug and background screening. EOE M/F/D/V

Please refer to job code 10364 when responding to this ad.

Category:	Office Employment
	> Administrative Assistant
Location:	Park Ridge, NJ
County:	Bergen County
ZIP Code:	07656
Pay Rate:	Open
Job Terms:	full time
Company:	Hertz
Phone:	email only please
Fax:	email only please