[Hiring] Travel Coordinator @Panagora Group LLC

Role Description

This is a remote position. Panagora Group, a woman- and employee-owned small business specializing in global health, seeks a Travel Coordinator for an anticipated development program. The program will support effective implementation, operational efficiency, accountability, and data-driven decision-making through technology-enabled systems, information management, and coordinated program operations. The position is contingent upon contract award. No telephone inquiries, please. Finalists will be contacted. Please apply via our website and include a cover letter and resume. Only applicants who include the required application components will be considered. Panagora Group is an equal opportunity employer and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. Note: Panagora does not offer visa sponsorship.

The Travel Coordinator will be responsible for coordinating and tracking travel logistics required to support program activities, contracted advisors, consultants, staff, and other authorized travelers. Working closely with the program team and the designated travel vendor, the Travel Coordinator will serve as the primary point of contact on Panagora’s team for travel bookings, changes, documentation, and issue resolution. While airline tickets, hotel reservations, and related travel services will be booked through the travel company, the Travel Coordinator will ensure requests are complete, approvals are in place, traveler needs are clearly communicated, and travel arrangements are timely, compliant, cost-conscious, and appropriately documented.

Primary Responsibilities

• In collaboration with program leadership, functional managers, and other program team members:
• Coordinate domestic and international travel arrangements for program staff, contracted advisors, consultants, and other authorized travelers, including flights, lodging, ground transportation, and related logistical support.
• Serve as Panagora’s day-to-day point of contact with the designated travel company, submitting travel requests, confirming itineraries, coordinating traveler preferences and constraints, and following up on bookings, changes, cancellations, and urgent travel needs.
• Review travel requests for completeness, required approvals, funding information, visa or clearance-related considerations, and alignment with applicable program, Panagora, client, donor, and other relevant travel requirements.
• Coordinate with travelers, supervisors, Finance, HR, and technical teams to ensure travel logistics support approved program activities, assignments, deployments, meetings, workshops, conferences, and other authorized needs.
• Maintain accurate travel trackers, itineraries, approval records, traveler profiles, booking documentation, expense-report follow-up information, and related files in the program’s designated management system or other project systems.
• Monitor travel-related timelines, communicate itinerary changes and travel updates to relevant team members, and proactively troubleshoot disruptions or traveler issues in coordination with the travel vendor and project leadership.
• Support travel-related reporting, reconciliation, invoice review, and audit-ready documentation by coordinating with Finance and ensuring travel records are complete, current, and compliant with program requirements.
• Support emergency evacuations, medical evacuations, and other travel- and logistics-related needs in emergency situations.

Qualifications

• Bachelor’s degree in Business Administration, International Development, Logistics, Travel and Tourism, Hospitality Management, Public Administration, or related field.
• Minimum of 5 years of progressively responsible experience coordinating travel, logistics, operations, administration, or related support functions, preferably for U.S. Government-funded, donor-funded, international development, or global operations projects.
• Demonstrated experience coordinating domestic and international travel arrangements, including flights, hotels, ground transportation, itinerary changes, travel approvals, traveler communications, and travel documentation.
• Experience working with travel agencies, travel management companies, hotels, transportation providers, or other travel vendors to coordinate timely, cost-conscious, and responsive service delivery.
• Familiarity with travel policies, expense documentation, per diem concepts, cost reasonableness, approval workflows, and audit-ready recordkeeping.
• Strong organizational skills and attention to detail, with the ability to manage multiple travelers, destinations, timelines, approvals, and urgent changes simultaneously.
• Proficiency with Microsoft Office, SharePoint, travel tracking tools, and project management or collaboration platforms; experience with SMS, CRM, or similar tracking systems preferred.
• Excellent written and oral communication skills in English, with the ability to coordinate professionally with culturally diverse staff, consultants, vendors, and client stakeholders.