Office Coordinator - Travel & Expenses
Sustainability that means business
Who we are:
Sustainability software specialist, AMCS, is headquartered in Ireland, with offices in Europe, the USA, and Australasia. With over 1,300 highly-skilled employees across 22 countries, we specialize in delivering technology solutions to facilitate a carbon neutral future.
What we do:
Our innovative SaaS solutions increase efficiency and boost sustainability in resource-intensive industries. Over 5,000 customers across 23 countries already benefit from our Performance Sustainability software, ensuring we deliver practical solutions for improved profitability and environmental resilience across the globe.
Our people
AMCS offers team members more than just a job, but an opportunity to map out a career with a company that is growing, evolving and setting out new ways of working that are having a positive impact on the world around us. AMCS was established in Ireland and holds onto those local roots and ‘start-up’ mentality with a culture of connection.Connection to our work, our customers, our colleagues and our community that creates a working environment that fosters openness, collaboration and creativity.
AMCS Group in Boston is seeking an efficient and proactive Office Coordinator - Travel & Expenses to support both office operations and travel coordination. This role will involve managing travel-related tasks, assisting with office needs, and providing support to the team and leadership.The candidate will balance time between travel coordination, office administration, and supporting team projects while maintaining a smooth operational environment.
Location: Boston office on a hybrid basis.
Key Responsibilities Include:
- Support office operations and employee experience initiatives for AMCS offices in Boston, Jacksonville, Toledo.
- Be the “face” of AMCS - a welcoming point of contact for employees, clients, and visitors
- Organize and order office supplies, anticipate supply needs and restock supply rooms or necessary equipment.
- Perform general administrative tasks such as contacting employees about mail/deliveries, guest arrivals or coordinating calendars.
- Lead the planning and execution of company events such as off-site quarterly team activities, company-wide presentations, annual anniversary celebrations, and any ad hoc company culture activities.
- Assist with physical office developments such as construction and renovations through planning, communicating with facilities personnel, third party contractors and being present for walk-throughs
- Assist with any off-site or on-site customer meetings with conference room reservation, setup and itinerary execution.
- Oversee travel arrangements of individuals and groups in North America, including flights, accommodation and ground transportation; enforce Travel Policy implementation, optimize hotel bookings and contracts to ensure the best rates.
- Work with finance and accounting department to ensure that travel arrangements remain within budget; assist with expense and credit card reconciliation.
- Support Human Resources and Talent Acquisition with new employee onboarding and first day orientation.
- PA support to the CMO / GM NA, including travel organization, expenses processing, diary management and timely updates on key deliverables.
Skills & Qualifications:
- Strong organizational and time-management skills.
- Excellent communication skills to interact with team members and external vendors.
- Ability to manage multiple tasks and prioritize effectively.
- Proactive attitude with a focus on problem-solving and continuous improvement.
- At least 3 years of experience in travel and expense management with travel system administration and configuration.