Coordinator, Travel Finance Operations

PIVOT Agency is a full-service sports marketing agency built at the nexus of brands and culture, forming alliances between consumer brands, athletes, sports, the arts, causes, business & media.

Our Mission: To deliver best-in-class expertise, always prioritizing our client’s needs to achieve optimal success.

Our Vision: To be the industry-leading sports & entertainment agency by offering a strategic array of diverse, best-in-class client services.

Our Core Values To Clients:

- EXCELLENCE

We are committed to consistently delivering the highest standards of service, with relentless dedication to providing unforgettable and flawless experiences for our clients.

- TRUST

Winning teams are built on trust. We don’t take for granted the trust we earn through our dependability, transparency, and genuine care for our clients.

- COLLABORATION

We're your ultimate travel partner, working in sync with you to elevate your travel experience. From big decisions to the smallest detail, we are ready to assist, strategize, and execute with best-in-class service.

- INNOVATION

We are driven to constantly explore cutting edge solutions, forecasting industry trends, and seeking out the most exceptional offerings. We are always one step ahead in delivering unparalleled service.

SUMMARY

The Coordinator, Travel Finance Operations will provide accounting and administrative support to the CGO, Director of Travel Finance, Team Account Managers, and clients. This role requires exceptional attention to detail, administrative accuracy, timely task completion, and effective communication with all PIVOT staff and clients. Reporting directly to the Director of Travel Finance, the Finance Operations Coordinator will play a vital role in ensuring operational efficiency and financial accuracy within the Travel Department, particularly in supporting professional sports teams during their road games by managing their hotel stay billing process.

ESSENTIAL DUTIES AND RESPONSIBILITIES

Manage Hotel Folios for Professional Sports Teams:

• Verify the accuracy of charges vs. contracted amenities for hotel stays during road games.
• Ensure seamless billing process for professional sports teams.
• Resolve discrepancies by communicating with hotel staff and ensure timely resolution.
• Create detailed breakdowns for the teams to allow for a simplified approval process.

Assist in Compiling Travel Spend Summaries

• Provide necessary support and data to ensure accurate reporting of travel expenses.

Client Communication and Support

• Maintain professional dialogue with sports teams and hotel staff regarding billing issues and inquiries.
• Provide dedicated support to professional sports teams throughout their travel periods, ensuring
• their billing needs are met promptly and efficiently.

Process Improvement and Efficiency

• Identify opportunities to enhance processes related to hotel stay billing for professional sports teams.
• Work closely with stakeholders to implement improvements and streamline operations effectively.

Participate in weekly “all-hands” company meetings.

Perform any additional duties assigned by Director of Travel Finance, and CGO within the reasonable scope of this position.

SUCCESS CRITERIA

Communication Skills:

• Ability to professionally communicate internally and externally with PIVOT clients, including pro sports franchises and luxury hotel properties.
• Mandatory daily communication during business working hours.

Negotiation and Conflict Resolution:

• Use sound judgment in negotiation and conflict resolution between PIVOT clients and hotel properties.
• Escalate issues to the Director of Travel Finance Operations in a timely manner.

Client Service:

• Manage one's schedule to provide first-class service to PIVOT Travel clients.

Company Representation:

• Represent the company in alignment with its core values and objectives.

Requirements

Required Education and Experience:

• Prior experience working in hotels, Accounting, Finance, or Business Management preferred
• 3+ years employment experience in a bookkeeping or accounts receivable/accounts payable role

QUALIFICATIONS

Knowledge, Skills, Abilities

• An appropriate level of drive and toughness to effectively manage multiple demanding critical projects in a fast-paced, technical environment, and rapidly evolving industry
• Intermediate knowledge of G-Suite & Microsoft products.
• Salesforce experience is a plus.
• Acute attention to detail.
• Excellent presentation skills, both written and oral communication.
• Understanding of basic Accounting

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability
• Work From Home

EMPLOYMENT PRACTICES

At PIVOT Agency, we value diversity and always treat all employees and job applicants based on merit, qualifications, competence, and talent. We do not discriminate on the basis of or traits historically associated with race; color, religion, religious creed, national origin, ancestry, citizenship, physical or mental disability, medical condition, genetic information, marital status, sex, gender, gender identity, gender expression, age, sexual orientation, veteran and/or military status), domestic violence victim status, political affiliation, and any other status protected by state or federal law.

WORK ENVIRONMENT

This role operates in a typical business environment working remotely from an employee’s home office. This role routinely uses a computer and its voice or video call capabilities. This role requires working long hours sitting and staring at a computer and talking via voice and video calls.

PHYSICAL REQUIREMENTS

While performing the duties of this job, the employee is regularly required to use a laptop computer. Specific physical abilities required by this job include sitting, standing, talking and hearing both in person and over the phone and keyboarding.