Sr. Coordinator, Travel

Welcome to Ross Stores, Inc., where our differences make us stronger… At Ross and dd’s, inclusion is a way of life. We care about our Associates and the communities we serve and we value their differences. We are committed to building diverse teams and an inclusive culture. We respect and celebrate the diversity of backgrounds, identities, and ideas of those who work and shop with us. Come join us as we continue our diversity, equality and inclusion journey!

GENERAL PURPOSE:

The Senior Travel Specialist will provide Level 1 support such as filtering calls, providing basic support and troubleshooting to Ross' executives, administrative assistants and associates at various levels, as well as work with the company's travel vendors to leverage their support of Ross' travel program. This role will focus on the operational and administrative components of Ross' travel program including airline, car rental, lodging, chauffeured transportation, rail, corporate card, online booking tool services and group meetings support. Other responsibilities will include supporting the Sr. Manager, Travel in exploring opportunities with emerging suppliers. Additional responsibilities include generating, editing and distributing reports across multiple systems and travel categories and supporting associates with travel-related issues.

ESSENTIAL FUNCTIONS:

• Customer Service and Customer Engagement
o Executives and EA's - Provide high-touch assistance in support of executive travel, including but not limited to, the coordination of travel logistics
o General Travelers - Level 1 customer support filtering questions from internal associates and assisting with travel-related inquires
o Support Sr. Manager in holding regular touchpoint meetings with the company's administrative teams

• Travel Policy and Compliance
o Respond to Ross associate questions concerning Ross' Corporate Travel Policy and expense reimbursement. Conduct research necessary to understand and document matters that need further resolution.
Ensure Travel Policy and other Ross travel documents are kept up to date and posted on Ross internal sites, i.e. RossLink
o Responsible for compliance functions of the online booking tool.
Research all travel violations and communicate with admins and/or travelers to facilitate any applicable cancellations and rebooking until violations have been resolved
Communicate policy exception requests to Sr. Travel Manager
Maintain associate hierarchy files for booking tool and reporting

• Reporting
o Generate, edit, review and distribute reports across multiple systems and categories
Travel Policy exception reports
Buyer and exception hierarchy reports
Corporate credit card delinquencies and audits
PeopleSoft T&E system
PeopleSoft HRIS associate files for org charts
Online booking tool
o Generate ad-hoc reports as needed / requested

• Corporate Credit Card and Booking Tool Administration
o Ross Corporate Card Program administration
Process approved applications
Generate, edit and distribute monthly delinquency reports and audits to department heads to reinforce compliance
Monitor associate weekly termination report and communicate active corporate card accounts and their outstanding balance to HR partners
o Direct Bill travel accounts and Central Travel Card administration
Review, reconcile and process for payments for central card statements and vendor invoices
o Online Booking Tool administration
Troubleshoot technical issues
Manage and monitor travel profiles to ensure travelers have the correct permissions. Configure settings as needed.
Review and communicate weekly associate terminations to Ross' designated travel agency
Assist with travel reservations or special requests

• Meeting Management
o Meeting Planning- Administrative liaison between Ross and Ross' designated travel agency for large corporate-sponsored events (e.g. Magic, Off-Price, Field Leadership Meeting, Annual HR Meeting; etc.)
Coordinate timelines, attendee count/list to configure meetings in booking tool
Provide reporting and communications weekly or as requested
Draft and distribute meeting communications and updates as requested
Work closely with internal owner (point of contact) monitoring booking process from beginning through the completion of the group
Facilitate the sourcing of hotels and ground transportation

COMPETENCIES:

• Adaptability

• Initiative

• Planning and Organizing

• Dependable

• Communication

• Results-Oriented

• Customer Service

• Technical Competence

QUALIFICATIONS AND SPECIAL SKILLS REQUIRED:

• High school diploma required; some college or Bachelor's degree preferred

• 2-5 years of experience in the Travel industry is preferred (Corporate Buyer, Travel Management Companies or Air, Car and Hotel Suppliers) with experience in:
o Working with travel suppliers in categories including, but not limited to, air, hotel, ground and ancillary services
o On-line booking tools and data reporting systems

• Exceptional customer service skills

• Excellent written and verbal communication skills, as well as interpersonal skills with the ability to communicate clearly and effectively with organizational awareness and sensitivity

• Exceptional organizational skills with the ability to work under pressure and multi-task in a fast-paced environment

• Exemplary time management with the ability to prioritize tasks and meet deadlines

• Proactive, takes initiative, and the ability to work well independently

• Meticulous attention to detail

• Outstanding problem-solving skills

• Technically savvy and computer literate with advanced PC skills

• Proficiency in MS Office including Excel, PowerPoint and Visio

• Proficient mathematical and analysis skills

PHYSICAL REQUIREMENTS/ADA:

Job requires ability to work in an office environment, primarily on a computer.
Requires sitting, standing, walking, hearing, talking on the telephone, attending in-person meetings, typing, and working with paper/files, etc.
Consistent timeliness and regular attendance.
Vision requirements: Ability to see information in print and/or electronically.
This role requires regular in-office presence, including to engage in in-person team interaction, meetings and collaboration, client support, mentoring, coaching, and/or feedback. However, this role can perform duties effectively using a combination of in-office and remote work.

SUPERVISORY RESPONSIBILITIES:

none

DISCLAIMER:

This job description is a summary of the primary duties and responsibilities of the job and position. It is not intended to be a comprehensive or all-inclusive listing of duties and responsibilities. Contents are subject to change at management's discretion.

Ross is an equal employment opportunity employer. We consider individuals for employment or promotion according to their skills, abilities and experience. We believe that it is an essential part of the Company's overall commitment to attract, hire and develop a strong, talented and diverse workforce. Ross is committed to complying with all applicable laws prohibiting discrimination based on race, color, religious creed, age, national origin, ancestry, physical, mental or developmental disability, sex (which includes pregnancy, childbirth, breastfeeding and medical conditions related to pregnancy, childbirth or breastfeeding), veteran status, military status, marital or registered domestic partnership status, medical condition (including cancer or genetic characteristics), genetic information, gender, gender identity, gender expression, sexual orientation, as well as any other category protected by federal, state or local laws.