Coordinator, Travel Finance Operations

About PIVOT Agency:

PIVOT is a Bay Area sports and entertainment agency making a name for itself in a fast-paced and dynamic industry. Our mission is to create innovative business-to-business opportunities and to unite brands and properties in lasting partnerships that channel the emotional energy of sports into profitable and meaningful consumer engagement. 

Our Mission: To deliver best-in-class expertise, always prioritizing our clients’ 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.

Summary of the Role:

The Coordinator, Travel Finance Operations, plays a crucial role in providing accounting and administrative support to the VP of Travel & Hospitality Finance & Finance team. The role demands exceptional attention to detail, administrative accuracy, timely task completion, and effective communication with internal and external stakeholders.

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.

Other:

• Participate in weekly “all-hands” company meetings.
• Perform any additional duties assigned by the EVP of Travel, the VP of Travel & Hospitality Finance, and the CEO 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 Manager 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

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.