Front Office Travel Coordinator

The EUR-IO/EX/GSD Professional Support Services team ensures the operational effectiveness of the Bureau of European and Eurasian Affairs (EUR) and the Bureau of International Organization Affairs (IO). These services provide comprehensive administrative, analytical, and programmatic support that enables both bureaus to carry out their diplomatic, foreign policy, and international development objectives efficiently and effectively. By supporting day-to-day operations, facilitating interagency coordination, and ensuring compliance with Department of State policies and procedures, these professional services help maintain the continuity and integrity of overseas posts and Washington-based offices.

The FO Travel Coordinator is responsible for coordinating all travel requirements and providing comprehensive administrative support for the EUR Front Office. The coordinator facilitates both foreign and domestic travel services for office personnel, ensuring all arrangements comply with applicable laws, regulations, and policies. The coordinator reviews new or proposed guidance to assess its impact on travel requests and oversees the implementation of automated travel processes. This position plays a key role in maintaining the effectiveness and efficiency of the office's travel and administrative operations, directly supporting the Bureau's ability to achieve its core missions and objectives. The FO Travel Coordinator operates under the general supervision of the Special Assistant, who provides overarching program objectives and policy direction.

Serves as the Travel Coordinator and subject matter expert (SME) for all travel-related requests and issues.
• Completes and reviews travel authorizations and vouchers for the bureau's Principal leadership.
• Prepares and uploads travel reservations, taxi receipts, and other supporting documentation required for voucher reimbursement; coordinates payment processing with EUR-IO/EX/FM personnel.
• Prepares and submits all country clearance requests in accordance with applicable procedures.
• Ensures accuracy and completeness of all diplomatic forms for travel authorizations and uploads them to the automated travel system (E2).
• Serves as the primary liaison to the Travel Management Center (TMC) and the Department's Transportation Office.
• Reviews new regulatory and policy issuances and evaluates their impact on travel processes and requests.
• Gathers and analyzes information related to travel costs for planning and reconciliation.
• Coordinates special travel and transportation projects as assigned.
• Provides guidance and support to office personnel on travel policies and procedures.
• Responds to inquiries regarding travel matters, including questions on per diem rates, lodging, mileage, and other allowances.
• Collaborates with Front Office personnel to implement, improve, and streamline travel procedures.
• Welcomes guests and customers by greeting them in person or over the telephone and directing inquiries to the appropriate Front Office personnel.
• Maintains the executive's appointment schedule by planning and coordinating meetings, small conferences, and teleconferences.
• Serves as the backup timekeeper, entering time and attendance for Civil Service and Foreign Service officials.
• Compiles, manages, and inputs ePerformance documents and proxy assignments into the HR database.
• Distributes and maintains the daily office calendar to support scheduling and coordination.
• Produces documents by transcribing, formatting, editing, retrieving, copying, and transmitting text, data, and graphics.
• Maintains confidentiality and protects sensitive operations by safeguarding classified, sensitive but unclassified (SBU), and personally identifiable information (PII).
• Provides historical reference by developing and maintaining organized filing and retrieval systems, including documentation of meeting discussions.
• Manages office supply inventory by anticipating needs, placing and expediting orders, and verifying receipt of supplies.
• Serves as a backup to the A/S Executive Assistant and other FO Management Specialists during absences.
• Prepares and delivers briefing books and materials for Front Office executives.
• Manages email groups and distribution lists in Outlook and other relevant platforms.
• Coordinates with the Executive Office to update social media accounts, organizational charts, and internal phone directories.
• Completes other administrative and secretarial support tasks as assigned by senior leadership.
• May be required to receive and generate classified documents and must follow established protocols for handling classified, SBU, and PII materials.

Skills/Qualifications: The ideal candidate has knowledge of domestic and foreign travel regulations, including the Federal Travel Regulations (FTR), the Department of State's Foreign Affairs Manual (FAM), and bureau-specific policies, to effectively coordinate travel and ensure compliance with program requirements. Proficiency in using automated travel systems such as E2 and myServices for country clearances is essential. Strong oral and written communication skills are necessary to explain procedures, respond diplomatically to complex travel inquiries, and prepare reports, correspondence, and briefings. The role also demands the ability to understand the bureau's organization, mission, and functions to evaluate and recommend improvements to travel and administrative programs. Responsibilities include implementing new or streamlined procedures, adapting to system capabilities and limitations, tracking data, and developing reports. The employee is expected to make informed decisions based on established regulations, interpret or refine guidance to resolve travel-related issues, and recommend procedural enhancements to increase efficiency and alignment with program objectives.

Education and Experience:

• High school diploma and three to five (3-5) years of equivalent office management experience;
  OR
• Associate degree in Office Management, Business Administration, Computer Technology, or a related field, along with two years of office management experience.

Clearance: Secret clearance is required.

Physical Requirements: The ideal candidate must at a minimum be able to meet the following physical requirements of the job with or without a reasonable accommodation:

• Ability to perform repetitive motions with the hands, wrists, and fingers.
• Ability to engage in and follow audible communications in emergency situations.
• Ability to sit for prolonged periods at a desk and working on a computer.

The Nakupuna Companies use a market-based compensation strategy to ensure that our employees are compensated within applicable market ranges commensurate with multiple factors, including but not limited to the individual's particular combination of education, knowledge, skills, competencies, and experience, as well as contract-specific affordability, organizational requirements, and position location. The projected compensation range for this position is $85,000.00 to $100,000.00 (annualized USD). The salary range displayed represents the typical salary range for this position and is just one component of Nakupuna Companies total compensation package for employees.