Fleet and Travel Administrator

SUMMARY 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: Bachelors degree in Business Administration Hospitality Supply Chain Finance or a related field preferred.
• Experience:
• 35 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.

SALARY

At NMB the pay band for this role is between $76160.00 and $114240.00 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

WORK AUTHORIZATION (REQUIRED)

Applicants must be legally authorized to work for any employer in the United States. Verification of employment eligibility will be required at the time of hire. Visa sponsorship is not available for this position.

DISCLAIMER:

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the position.

The duties and responsibilities described are not a comprehensive list and additional tasks may be assigned to the employee from time to time.

The job description doesnt constitute a contract of employment and the company may exercise its employment-at-will rights at any time.

The above lists all of the essential functions education knowledge skills and abilities required for this job. These are the minimum requirements; employees must also demonstrate good interpersonal skills proper attitude and professionalism acceptable attendance and work behaviors at a minimum.