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Administrative Support Jobs

Travel Back Office Coordinator

University of California Los Angeles

Los Angeles, CA

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JOB DETAILS
SKILLS
Accounting, Accounting Software, Administrative Skills, Attorney, Billing, Budgeting, Business Writing, Communication Skills, Corporate Compliance, Customer Support/Service, Data Entry, Data Quality, Detail Oriented, Establish Priorities, Financial Operations, Financial Reporting, Leadership, Maintain Compliance, Microsoft Excel, Operations Processes, PACSystems, Presentation/Verbal Skills, Reconciliation, Resolve Customer Issues, Team Player, Travel Industry, Travel Planning, Vendor/Supplier Management, Writing Skills
LOCATION
Los Angeles, CA
POSTED
Today
Special Instructions to Applicants

Cover letter is required for consideration.

This role is currently a hybrid position, with onsite attendance required based on business, operational, and training needs.

The work arrangement may be modified in the future to support departmental or organizational needs.

Position Summary

The Travel Back Office Administrator handles specialized financial operations, commission tracking, and accounting compliance for corporate and university travel. This role manages vendor payments, reconciles Airline Reporting Corporation (ARC) settlements, processes corporate direct bills, and generates critical accounting reports. The ideal candidate is a dedicated team player and self-motivated professional who can quickly master complex systems, resolve agent ticketing errors, collaborate with external vendors, assist in special departmental projects, and maintain open communication with leadership by proactively seeking supervisor counsel on complex or sensitive issues.

Salary & Compensation

*UCLA provides a full pay range. Actual salary offers consider factors, including budget, prior experience, skills, knowledge, abilities, education, licensure and certifications, and other business considerations. Salary offers at the top of the range are not common. Visit UC Benefit package to discover benefits that start on day one, and UC Total Compensation Estimator to calculate the total compensation value with benefits.
Qualifications

  • Minimum of 5 years of active back-office administrative experience in a travel agency or corporate travel department. (Preferred)
  • Demonstrated ability to quickly learn and navigate a variety of specialized UCLA applications (e.g., Bruin Buy) and third-party vendor platforms (e.g., Trams, Grasp, Hotel Direct Bill App). (Required)
  • General knowledge of airline operations, ticketing procedures, and complex fare rules. (Required)
  • Knowledge in GDS (Travelport, Sabre , Amadeus ) data entry requirements sufficient to interface with back-office accounting systems and search information. Strong proficiency in Excel is required for data validation, data manipulation, and financial reconciliation. (Required)
  • Demonstrates sound judgment by actively seeking the counsel of her supervisor when resolving high-level financial discrepancies or complex compliance issues. (Required)
  • Highly self-motivated, sharp eye for detail, and exceptionally adaptable under pressure. Ability to work under conflicting priorities and a widely fluctuating workload. (Required)
  • General knowledge of business communications and writing skills sufficient to draft correspondence, conveying information clearly and concisely. Excellent written and verbal customer service skills to interact effectively with a diverse clientele. (Required)
  • Ability to defuse situations with dissatisfied customers; ability to explain and educate individuals regarding travel industry practices and policies. (Required)
  • Ability to take initiative in recognizing work that needs to be done and doing it. Experience working in a fast-paced corporate agency setting. (Required)
  • Skill in working as part of and contributing to a team, acting as a strong team player with a collaborative mindset. (Required)
  • Ability to work accurately with numbers, a heavy volume of documents, and a great amount of detail. (Required)
  • Skill in using judgment and in making appropriate job decisions following standard office policies and past precedents, and in recognizing urgent situations and taking appropriate action. (Required)
  • Knowledge of University accounting procedures and automated PAC system sufficient to verify accuracy of transactions and answer general customer inquiries. (Preferred)

  • Education, Licenses, Certifications & Personal Affiliations

  • High School or equivalent experience. (Required) And
  • Bachelor's Degree or equivalent experience. (Preferred)

  • Special Conditions for Employment

  • Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.
  • Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

  • Schedule

    Monday - Friday, 8:00 a.m. to 5:00 p.m. PT and/or variable based on operational needs.
    Union/Policy Covered

    CX-Clerical & Allied Services
    Complete Position Description

    Assistant 2 (40087461)

About the Company

U

University of California Los Angeles

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