Job Description

Job Description

Job Description

Salary:

About Quint

Quint is the industry-leading provider of official ticket and hospitality packages to many of the world's most prominent sports and entertainment events. Based in Charlotte, North Carolina, with offices in six countries, Quint’s global footprint and proprietary technology platform continue to be the foundation of their exponential growth. Quint's innovative programs enable partnership properties to expand fan experiences and corporate client entertainment opportunities in a way that reflects the quality and prestige of those brands. Quint has a portfolio of 15+ official property partnerships servicing over 90 events including Formula 1, NBA, Kentucky Derby, MotoGP, Chicago Bears, Green Bay Packers, NASCAR Chicago Experiences, Breeders Cup, Belmont Stakes and the NHL.

About the Role

As the Senior Global Travel and Expense Manager, your contribution to the organization will be to source and book travel for all employees, contractors, and volunteers working at our events within budget and compliant to company policy while also keeping the employee experience in mind. Required travel per event is typically flights, hotels, and ground transportation but does occasionally include other elements.

Achieving this will require:

• Developing and implementing internal processes and systems to manage and book travel.
• Confidence to seek parameters/expectations and then trusting your judgement to make independent decisions.
• Self-driven curiosity and initiative to learn our department, company, and event intricacies as well as existing systems, technology, and processes.
• High proficiency in time management, deadline management, and attention to detail.
• Thriving in an ever-changing, collaborative, team environment.
• Comfortable enforcing policies and procedures with employees across levels and departments.

Performance will be evaluated on:

• Financial delivery to budget for all event travel.
• Team/employee experience feedback.
• Accuracy and timeliness of work completion.
• Consistency in collaborating and supporting the global team.

Reports to: VP, Operations

Key stakeholders/collaborators:

• Director of Event Operations, Domestic/MotoGP
  • Senior Manager of Hospitality, Domestic/MotoGP
  • Senior Manager of Logistics, Domestic/MotoGP
• Director of Event Operations, International
  • Area Director of Hospitality, International
  • Senior Manager of Logistics, International

Core Responsibilities

Travel Sourcing and Booking

• Responsible for sourcing and booking all staff travel required for over 80 annual events.
  • Estimated annual bookings required include:
    • 1,000+ flights
    • 1,000+ hotel accommodations
    • 200+ rental vehicles
    • 100+ chauffeured vehicles
    • 100+ train tickets
    • On-site meals for working staff.
  • Conduct market research to stay updated on travel industry trends and potential cost-saving opportunities.
  • Research, vet, and implement travel partners/programs for better rates, benefits, and/or rewards.
  • Manage the end-to-end booking process for all travel arrangements, including flights, accommodations, ground transportation, and other necessary logistics.
  • Manage any changes or cancellations to travel plans, including rebooking and communication with all relevant parties.

Financial Management

• Plan and forecast future travel budgets based on historical data, expected travel requirements, and market trends.
• Develop and manage travel budgets for events, ensuring all travel expenses are tracked and reported accurately.
• Monitor travel spending and identify areas for cost savings and efficiency improvements.
• Prepare and present travel budget reports to senior management.

Compliance and Risk Management

• Ensure all travel arrangements comply with company policies, industry regulations, and safety standards.
• Implement risk management strategies to address potential travel disruptions and emergencies.
• Maintain and update travel policies and procedures as necessary in conjunction with Human Resources.

Collaboration and Communication

• Work closely with event managers, and other departments to understand travel requirements and ensure seamless coordination.
• Communicate travel policies, procedures, and updates to staff clearly and effectively.
• Provide regular updates on travel arrangements and any potential issues to relevant stakeholders.

Continuous/Process Improvement

• Promote a culture of continuous improvement by identifying opportunities for process enhancements and efficiency gains.
• Analyze current travel planning processes to identify inefficiencies and areas for improvement.
• Develop and implement new processes and workflows to enhance the efficiency and accuracy of travel planning and booking.
• Establish best practices and standard operating procedures for travel management.

Technology Implementation

• Research, evaluate, and recommend travel management software and tools that align with organizational needs.
• Lead the implementation and integration of new travel technology solutions, ensuring seamless adoption by the team.
• Provide training and support to staff on new systems and tools, ensuring efficient and effective use.

Requirements

Education and Experience

• 8+ years’ experience in travel and expense booking/management.
  • Event or entertainment experience for travelling crews strongly preferred.
  • International travel booking and coordination experience strongly preferred.
  • Experience managing corporate travel policies and procedures required.
• Direct experience managing travel budgets of at least 500K USD up to 3M USD.
  • Experience managing highly variable budgets or budgets to sales preferred.
• Certification in travel management (e.g., Certified Travel Associate, Global Travel Professional) preferred.
• Proven track record of effective project management.
• Bachelor’s degree or higher in Business, Hospitality Management, Communications, or related field.
• Proficient computer skills including but not limited to Excel, CRM software, and project management tools.

Interpersonal Skills and Traits

• Ability to multi-task in a fast paced, deadline driven environment.
• Strong time management and prioritization skills.
• Knowledge of travel regulations, industry standards, company policy, and risk management practices.
• Highly adaptable and comfortable making decisions in new or changing situations.
• Detail oriented and results driven.
• Innovative problem solving.
• Collaborative and comfortable building relationships.

Physical

• Prolonged periods sitting at a desk and working on a computer.
• Full time in-person based in the Charlotte, NC or London, UK office.
• Requires flexibility to work long hours and weekends, as needed, in addition to having the ability to travel up to 20% - targeted travel about 10%.
  • Willing and eligible to travel internationally.
• Eligible to work in the United States or United Kingdom.

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