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.
The 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.
Minimum of 5 years of active back-office administrative experience in a travel agency or corporate travel department. Demonstrated ability to quickly learn and navigate a variety of specialized UCLA applications and third-party vendor platforms. General knowledge of airline operations, ticketing procedures, and complex fare rules. Knowledge in GDS 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. Highly self-motivated, sharp eye for detail, and exceptionally adaptable under pressure. Ability to work under conflicting priorities and a widely fluctuating workload. 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. Ability to defuse situations with dissatisfied customers; ability to explain and educate individuals regarding travel industry practices and policies. Ability to take initiative in recognizing work that needs to be done and doing it. Experience working in a fast-paced corporate agency setting. Skill in working as part of and contributing to a team, acting as a strong team player with a collaborative mindset. Ability to work accurately with numbers, a heavy volume of documents, and a great amount of detail. 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. Knowledge of University accounting procedures and automated PAC system sufficient to verify accuracy of transactions and answer general customer inquiries.
High School or equivalent experience. Bachelor's Degree or equivalent experience preferred. 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.
Monday - Friday, 8:00 a.m. to 5:00 p.m. PT and/or variable based on operational needs. CX-Clerical & Allied Services.