Overview
Entegral is seeking a motivated, adaptable, career-minded teammate who would like to utilize their skill set in a thriving agile-methodology environment. We offer competitive career advancement opportunities, a comprehensive benefits package and promote a work-life balance. We’re in search of talented people who are inspired by big challenges, driven to learn and grow, and dedicated to making a meaningful difference.
ABOUT THE ROLE
The Meeting and Travel Coordinator assists with managing global travel administration and executing company events. This position serves as primary contact for travel arrangements and supports planners with meetings, company town halls, virtual updates and training workshops.
This is a full-time position that will require reporting to our office at 2323 Crossroads Dr. Madison WI 53718 with flexibility to work from home 2-3 days per week.
ABOUT ENTEGRAL
Entegral is a SaaS business-to-business solution that enhances the customer experience from the moment after an accident to the completion of the claim. Entegral is an integrated software platform that enables communication and collaboration between tens of thousands of collision repair shops, insurance providers and other industry professionals around the world. Owned by Enterprise Holdings, the world’s largest car rental provider and operator of the Enterprise Rent-A-Car® brand, Entegral complements the value of Enterprise’s acclaimed Automated Rental Management System (ARMS®) software by increasing efficiency throughout the claims process.
We are a global organization that strives to provide an inclusive environment where all employees can thrive. Our products reflect the diversity of our team and we work to ensure that our products meet the needs of all of our customers. At Entegral, we recognize the value of diverse perspectives in everything we do and strive to ensure employees of all backgrounds feel empowered to voice their ideas and bring their authentic selves to work. We achieve these priorities through inclusive programs, benefits, and initiatives that are integrated into the fabric of how we work every day. We refine and challenge our Agile mindset through various communities of practice, days of development, and innovation days.
Our culture values diversity, engagement, and discovery and we welcome you to join our team.
WHAT WE OFFER
Entegral is an equal opportunity employer committed to hiring a diverse workforce.
The compensation information below is provided in compliance with job posting disclosure requirements in New York.
Pay Range: [$44,000- $53,500]
Actual base pay will depend on varying circumstances, including the position, location, individual qualifications, market finances, and other operational business needs. Depending on the position, compensation may also include bonuses.
Entegral also offers a benefits package including paid vacation, paid parental leave, sick leave, and flex days; medical, dental, and vision insurance benefits; dependent spending account, health savings account, life and disability insurance; fertility benefits, Employee Assistance Programs; profit sharing and 401(k) employer match.
Responsibilities
Travel Support
- Assist business travelers and travel arrangers with accessing the travel management platform.
- Distribute regular communication about supplier partnerships, travel policy, and travel regulations
- Trouble shoot platform issues with airline partners, travel management company (CWT) and online booking tool (Deem).
- Work with accounting on updating department payment information on travel booking tools and assisting meeting planners with payment to suppliers.
- Review training documents and job aids to assist leaders in booking their own travel.
Meeting Support
- Assist meeting planners with planning, procurement, operation, and execution of digital, hybrid and in-person events and corporate workshops.
- Review and compare meeting documents (travel manifests, housing lists, online registration reports, banquet event orders, meeting set up requirements, etc.) for all related services.
- Assist with audio-visual, menus, accommodations, event registration and pre-trip communication as needed.
- Collect information on destinations, vendors and hotel availability that fit qualified goals and preferences.
- Research products and services for site and vendor selection and sourcing decisions.
- Coordinate meetings and travel for the organization (bookings, lunches, logistics, etc)
Reporting & Analysis
- Assist in the development, analysis and distribution of department and division travel reports.
- Assist with online registration, mobile apps and satisfaction survey reporting; summarize improvement recommendations for stakeholders.
- Pull travel manifests for in-person meetings to identify potential transportation windows
- Track all meetings, anticipated budgets and actuals – coordinate with business mgmt. to ensure depts are on budget and within spending limits
- Responsible for coordination of all communication around events including the assignment of cost code and PO# to each meeting
General
- Learn, review and document best practices in meeting planning and corporate travel and apply key learnings to advising travelers and arrangers.
- Assist with event expense forecasts, projections and reconciliation; investigate variances; expedite invoice payment with suppliers and internal accounting contact.
- Maximize time management and individual productivity, maintain accountability and minimize on-site expenses to support team goals.
- Receive guests and deliveries onsite and coordinating with departments
- Perform Office walk through to identify issues
- General office support as needed
- Miscellaneous tasks as requested by supervisor
Equal Opportunity Employer/Disability/Veterans
Qualifications
- Must be presently authorized to work in the U.S. without a requirement for work authorization sponsorship by our company for this position now or in the future
- Bachelor’s Degree
- Must be at least 18 years of age
- Must be able to report for work 2-3 days a week to our office at 2323 Crossroads Dr. Madison, WI 53718
- Must be available for work Monday – Friday 8:00am – 5:00pm (40hrs/week)
- While working from home, reliable high speed internet connection and dedicated work space are required
- 2+ years experience in customer service, administrative/clerical roles, or equivalent
- 2+ years experience booking and coordinating travel
- 2+ years experience coordinating both small and large meetings (over 75 attendees)