Services Coordinator

POSITION PURPOSE / EXPECTATIONS

The Services Coordinator provides operational and administrative support across corporate and field teams. Travel coordination remains the primary responsibility, including booking support, expenditure tracking, vendor administration, policy compliance, and traveler assistance.

The role also administers recurring General Services programs, including music support, the Mystery Shop Program, Diamond League, and assigned contests. The role may also support additional services as they are introduced to the business.

This is a hands-on coordination role. The Coordinator manages day-to-day administration, including maintaining trackers and records, processing invoices, preparing reports, coordinating routine vendor and field communications, resolving standard issues, and following approved workflows. The Business Partner provides oversight and direction, sets priorities, budgets, and targets, leads vendor negotiations, interprets program performance, and approves spending, exceptions, and program decisions.

The full-time workload combines the recurring travel portfolio with assigned service-program administration. Priorities may shift with travel volume, program calendars, and seasonal demand. The Coordinator is expected to use available capacity to improve recurring processes and support additional services as assigned. Occasional after-hours assistance may be required for urgent travel disruptions, within established coverage and escalation expectations.

The Services Coordinator, Operations & General Services, will be responsible for:

- Travel Coordination — Primary Responsibility

Coordinate domestic and international travel for employees and leadership, including airfare, hotels, ground transportation, visas, and itineraries.
- Process complete, approved travel requests; confirm bookings, share itineraries, and coordinate changes, cancellations, and disruption support.
- Track travel budgets and spend; reconcile travel-related invoices and expense records, and flag errors or unusual charges for review.
- Research travel options and preferred rates. Maintain vendor and booking information and prepare cost and service data to support Business Partner-led negotiations.
- Monitor booking practices against company travel policy, maintain accurate travel documentation, and provide routine guidance to travelers and requestors.
- Prepare recurring travel reports on spend, booking lead time, policy adherence, turnaround, and service issues.
- Identify booking and administrative inefficiencies; recommend and implement approved improvements focused on service, accuracy, time, and cost.
- Provide after-hours support for urgent or time-sensitive travel needs in line with established coverage expectations.

- Music Support — Program Administration

Monitor music-service requests and maintain a log of invoices, service issues, troubleshooting, maintenance, and follow-up actions.
- Coordinate routine troubleshooting and maintenance with the vendor and internal partners; track issues through resolution and escalate recurring or high-impact outages.
- Coordinate approved playlist updates, including request details, timing, confirmations, and completion records.
- Support audio-messaging projects and internal collaborations by coordinating briefs, scripts or assets, stakeholder reviews, approvals, schedules, and vendor delivery.
- Review music invoices and service records for completeness, route them through the established approval process, and flag discrepancies or contract-related questions to the Business Partner.

- Mystery Shop Program — Program Administration

Maintain routine vendor communications, store information, program schedules, and tracking records.
- Receive and organize score reports; check report completeness and prepare recurring score summaries, trends, and observations for the Business Partner.
- Flag unusual scores, recurring opportunities, missing visits, and data inconsistencies for review.
- Document missed shops and related charges when a store is closed or unavailable; validate store status with field contacts and coordinate approved follow-up communications.
- Review invoices against scheduled, completed, and missed visits; document discrepancies and support invoice questions or disputes.
- Distribute approved program updates and maintain organized records of reports, exceptions, and follow-up.

- Programs & Contests — Program Administration

Support Diamond League score trackers using approved source data; check entries for completeness and reconcile discrepancies.
- Prepare score standings, recurring reports, and trend summaries for the Business Partner by the agreed program calendar.
- Support contest calendars, rules, participant records, results, and supporting documentation for assigned programs.
- Coordinate approved contest communications and routine follow-up with participating teams.
- Support potential prize payouts by preparing required documentation, tracking approved submissions, and coordinating status with relevant internal teams. Payout decisions and approvals remain with the designated approver.
- Handle employee and payout information carefully and retain records in approved locations.

- • Additional General Services Support — As Assigned

Provide administrative coordination for existing and newly introduced General Services programs as business needs evolve, including requests, orders, inventory, fulfillment, records, invoices, and routine follow-up.
- Build, maintain, and grow effective internal and external partnerships to support service delivery and identify opportunities to improve or expand services.
- Follow approved budgets, processes, and communication guidance, escalating decisions or issues to the Business Partner as needed
- QUALIFICATIONS

- Two to four years of experience in administrative coordination, travel coordination, executive support, retail operations, or a related role.
- Experience coordinating travel, maintaining expense or budget records, reviewing invoices, or supporting vendor relationships is preferred.
- Strong organizational skills, attention to detail, and comfort maintaining accurate, recurring trackers and documentation.
- Clear written and verbal communication skills, including the ability to provide routine guidance and coordinate across teams.
- Proficiency in Microsoft Office, especially Excel, Outlook, Word, and PowerPoint; confidence learning booking, reporting, and service platforms.
- Sound judgment, discretion, and the ability to handle employee, travel, payment, and business information appropriately.
- Ability to manage multiple recurring deadlines, adjust to changing priorities, work independently, and collaborate across functions.
- Initiative to identify practical improvements and interest in developing broader operational capability within the company.
- Flexibility to provide occasional after-hours support for urgent travel needs under the established coverage process.