DescriptionSUMMARY OBJECTIVE OF THE JOB:The Fleet and Travel Administrator serves as the central administrative and strategic hub for company-wide fleet operations, business travel programs, executive concierge logistics, corporate credit cards, and related expense management systems across NMBTC, NHBB, and C&A divisions.
This role manages a nationwide fleet of approximately 50 vehicles throughout their complete lifecycles while overseeing corporate travel programs, vendor agency contract negotiations, specialized cost-saving strategies, and high-volume executive travel. The ideal candidate functions as both an internal travel agent/subject matter expert and a vendor liaison, leveraging deep agency negotiation background to optimize corporate travel spend and ensure high-touch employee service.
JOB DUTIES AND RESPONSIBILITIES:- Corporate Travel Administration (45%)
- Travel Booking, Executive Support & Agent Services
- Act as an internal travel agent, utilizing prior travel agency/industry experience to directly assist NMBTC, NHBB, and C&A employees with complex travel logistics.
- Manage high-volume, high-complexity travel arrangements (flights, boutique hotels, ground transfers) for C-suite executives and key leadership.
- Work directly with external corporate travel agencies while providing in-house ticketing, itinerary management, and disruption support (cancellations, rebooking, urgent route changes).
- Serve as a direct resource for employees navigating business travel processes, passport/visa requirements, and emergency travel support.
- Travel Approval & Policy Administration
- Serve as final approver for international travel requests and non-contracted vendor usage.
- Audit travel requests against corporate travel policy guidelines prior to booking confirmation.
- Partner with Leadership and Legal to maintain, update, and communicate corporate travel policy changes across all divisions.
- Travel Agency Negotiation & Cost-Saving Strategies
- Lead contract negotiations with travel agencies, airlines, hotel networks, and car rental companies to secure aggressive corporate rates and amenity perks.
- Develop, implement, and track specialized cost-saving strategies (e.g., preferred carrier routing, advance-purchase rules, volume rebates, unbooked ticket tracking).
- Manage vendor relationships and resolve complex billing, service, or policy-related issues.
- Expense & Employee System Administration
- Onboard and deactivate employees within the corporate expense management software.
- Prepare ad-hoc expense reports for infrequent travelers (e.g., NHBB Peterborough employees).
- Support Finance in determining the correct cost centers and department allocations for visitor-related travel expenses.
- Corporate Credit Cards
- Administer corporate travel credit card accounts (issuance, limits, cancellations).
- Assist Finance and divisional teams with credit card statement reconciliations and transaction troubleshooting.
- Corporate Fleet Management (40%)
- Fleet Administration & Vehicle Lifecycle
- Manage centralized administrative operations for a nationwide fleet of ~50 corporate vehicles.
- Coordinate full vehicle acquisition and leasing processes with divisions and fleet management vendors (needs identification, order placement, delivery coordination, open-ended lease approvals).
- Coordinate vehicle disposition and sales processes when divisions decommission vehicles.
- Review and approve fleet transactions, including vehicle sales, leases, and repair requests exceeding vendor approval thresholds.
- Registrations, Titles & Plates
- Manage documentation workflows for vehicle registrations, titles, and license plates in coordination with third-party fleet vendors.
- Track multi-state registration renewal schedules and legal requirements.
- Assist employees directly with state-specific BMV/DMV documentation requests and title issues.
- Fleet Vendor & Information Management
- Serve as primary corporate liaison for fleet vendors; resolve billing, operational, and service discrepancies.
- Maintain up-to-date vehicle, driver, and division assignment records in vendor systems.
- Review and approve fleet-related vendor invoices.
- Fuel Card Administration
- Issue, update, cancel, and track corporate fuel cards across all assigned vehicles and drivers.
- Monitor card utilization, address anomalous usage patterns, and resolve billing discrepancies.
- Accidents & Insurance Support
- Serve as central contact for employee vehicle accidents; gather documentation and liaise with third-party vendors and internal Risk Management/Insurance leads (Sergio Ruiz).
- Maintain and distribute updated annual vehicle lists for insurance card issuance.
- Fleet Reporting & Compliance
- Maintain corporate fleet data for internal reporting and external vendor coordination.
- Maintain the W-2 taxable benefit reporting spreadsheet for company vehicles.
- Track recurring compliance deadlines and provide cross-functional reporting across business units.
- Cross-Functional & Administrative Support (15%)
- Assist Finance departments in allocating visitor-related travel, lodging, and transportation costs to appropriate departmental budgets.
- Serve as a universal corporate resource for employees navigating fleet, travel, expense, housing, and transportation procedures.
- Handle complex, ad-hoc administrative requests and operational issues that span across multiple business units or departments.
- Perform other duties as related to the job function as required
JOB QUALIFICATION REQUIREMENTS/COMPETENCIES:- Education & Experience
- Education: Bachelor's degree in Business Administration, Hospitality, Supply Chain, Finance, or a related field preferred.
- Experience:
- 3-5+ years of direct experience as a Travel Agent or within a Corporate Travel Management Company (TMC) / travel agency environment.
- Demonstrated track record managing high-volume executive/C-suite travel arrangements and international travel itineraries.
- Proven experience negotiating corporate contracts with travel agencies, airlines, and hotel vendors.
- Experience managing or supporting corporate fleet operations (~30+ vehicles) preferred.
- Key Knowledge & Skills
- Agency & Negotiation Expertise: Heavy contract negotiation skills with proven success executing corporate travel cost-containment programs and policy enforcement.
- Travel Systems & GDS: Deep working knowledge of Travel Management Systems (TMS), Global Distribution Systems (GDS - e.g., Sabre, Amadeus), Online Booking Tools (OBTs), and corporate travel approval workflows.
- Fleet Systems & DMV Compliance: Understanding of commercial vehicle leasing, state registration/titling compliance, and fleet vendor management.
- Software Proficiency: Strong working knowledge of Microsoft Excel (pivot tables, reporting spreadsheets), corporate credit card administration, and ERP/Expense management platforms (e.g., Concur).
- Communication: Exceptional interpersonal and communication skills to interface effectively with C-suite executives, external vendors, and employees nationwide.
SUPERVISORY REQUIREMENTS:No Supervisory qualifications are required for this position.
PHYSICAL REQUIREMENTS:A normal amount of sitting and standing, average mobility to move around an office, and ability to conduct a normal amount of work on a computer.
SALARYAt NMB, the pay band for this role is between $76,160.00 and $114,240.00 annually, and your base pay will depend on your skills, qualifications, experience, and location. The base pay is a part of our total compensation package and is determined within a range of the pay band process. This offers you the opportunity to progress as you continue to grow and develop your career at NMB.
BENEFITS- 401(K)
- Safe Harbor
- Medical Insurance
- Dental Insurance
- Vision Insurance
- Life Insurance & AD&D
- Healthcare & Dependent Care Spending Accounts
- Short-Term Disability
- Long-Term Disability
- Employee Assistance Program
- Sick Leave Benefits
- Paid Vacation
- Paid Holidays
- Tuition Reimbursement
