Administrative Assistant

Travel Coordinator

Clearance Level: Must be able to obtain an Active Secret Clearance. - Must be US Citizen

At Aquila Technology, you will see our team's passion every day, whether we are building a robust, policy-compliant IT system or stress-testing a system to identify gaps and security vulnerabilities. To own the advantage, we ensure our team owns results and gets the work done right the first time by deploying smart, purposeful solutions that work. Aquila is the right people with the right skills driving the right outcomes. We call this the Aquila Advantage.

About the Role:

Aquila Technology is seeking a Travel Coordinator to join our team in supporting one of the country's premier defense research organizations. The Administrative Assistant will be responsible under the supervision of the Manager to plan and price a variety of complex domestic and international itineraries in accordance with organization and applicable Government policies via the Computer Reservations System, SAP Concur Travel, telephone, Teams, and email. The Administrative Assistant will arrange trip itineraries; make air, hotel, rail, and ground transportation reservations; price and fare itineraries; issue exchanges and refunds; void tickets as required; arrange for special needs pertaining to seats and meals as well as update customer profile database and provide information relative to passport, visa, and health requirements.

Must Have

• Degree Level: Bachelor's Degree
• 5 years - Answering phones and email requests
• 5 years - Experience creating and booking travel reservations/itineraries
• 3 years - Experience with the Galileo GDS Reservation System
• 5 years -Concur experience
• 5 years - Experience with Central Reservation Systems
• 5 years - MS Suite (Excel, ppt)
• 5 years - Zoom
• 5 years - Microsoft Teams

Soft Skills

• Strong customer service skills and communication
• Strong Verbal and Written Communication
• Time Management

Nice to Have

• Software
• Knowledge of Worldspan Airline GDS system
  

Duties to include:

• Assist travelers and travel arrangers with SAP Concur reservations and make travel reservations to fulfill reservations requests.
• Provide support for travelers for travel reservation-related questions and troubleshoot travel-related incidents.
• Advise on foreign travel requirements if travel is international.
• Quality control and price reservations.
• Research questions/problems found during the reservation process and recommend solutions.
• Update traveler profiles as needed.
• Interface with the travel office after-hours service when necessary.
• Will interface with airline staff regarding any number of things: seat assignment, refunding a ticket, disruption of service, etc.
• Will also interface with Housing Bureaus for conference accommodations, hotels directly, and car vendor support personnel.
• Other duties as assigned by Travel Manager

Requirements:
-High-school graduate or equivalent with at least 5 years of experience. Post high-school education will count toward experience. Associate's degree preferred.

******MUST HAVE KNOWLEDGE AND PROFICIENCY OF THE GALILEO GDS RESERVATION SYSTEM*****

• Knowledge of SAP Concur Travel and Request
• Must have excellent telephone and customer-service skills. Must be able to work quickly and accurately in a team environment and handle all issues with tact and diplomacy.
• Demonstrated capabilities in presenting ideas written and orally within a cross-functional environment required.
• Knowledge of the travel industry
• Applicant should possess experience working in a high-volume commercial travel agency or airline reservations office.
• Must have working knowledge of MS Office software (Excel, MS Word, Outlook, Windows) and communication platforms such as MS Teams and Zoom. Basic Web experience is required.

Preferred Skills:

• Knowledge of airline accounting procedures desirable
• Knowledge of CRS data entry requirements necessary for interface between the CRS system and back-office accounting system (TRAMS)

Location: This person can be virtual (meaning within 100 miles of Lexington MA). Candidate should have the flexibility to come onsite for Department wide meetings on an as needed basis (probably 1-2 times a quarter). For the first few weeks of the assignment, they will be onsite at least a few days/week for training initially

Clearance Level: Interim clearance is sufficient for start. MUST BE US Citizen

Interview Process: The interview process will be a 2 round zoom interview; an initial screening and then a team-wide interview.

We are an Equal Opportunity Employer.