Housing & Travel Administrative Specialist

Summary:

The Housing & Travel Administrative Specialist is primarily responsible for credit card and invoice charge research, coding, disputing, and resolving through communication with outside vendors, inside team members, and internal systems. Additional responsibilities include providing administrative/operations support for the Housing & Travel department, and completing additional customer service and accounting related functions as required.

Key Responsibilities:

• Code credit card charges (hotels, flights, etc.).

• Code various invoices (rental car, direct bill hotels, etc.).

• Call vendors to collect receipts, folios, confirmations, documentation as needed.

• Upload documentation received into internal system.

• Dispute any incorrect charges until resolved.

• Communicate with team members when additional information is needed.

• Work closely with Financial teams to submit approved invoices for payment to them.

• Process and file move-in checklists received.

• Follow up and process deposit refunds.

• Complete customer service calls to travelers to obtain information for requests.

• Check termination email details to determine if traveler has been provided housing and/or travel.

• Activate and update traveler profiles as needed.

• Generate month end reporting numbers including housing, rental cars, credit card and deposit totals.

Job Qualifications:

• At least college level; a bachelor’s degree is preferred but not required
• Minimum of one-year administrative related experience required.
• Extreme attention to detail, ability to multi-task, and organization skills required.
• Basic knowledge of Microsoft Excel and Outlook (including calendars).
• Accurate typing speed of 35 words per minute.
• Team player mentality with independent drive to accomplish own tasks.
• Working knowledge/experience of basic Accounting principles and math skills.
• Must be willing to work in rotating shifts or US time zone.
• Must be willing to work in the office at Bridgetowne, QC

Preferences:

• Housing and/or travel industry strongly preferred (rental cars, hotels, flights in particular).

• Secondary education desired

EQUAL EMPLOYMENT OPPORTUNITY

Worldwide Resource Solutions provides Equal Employment Opportunity in compliance with all applicable government laws, ensuring equal opportunity in all aspects of employment.

Data Privacy Disclaimer:

Worldwide Resource Solutions is committed to protecting your privacy. This privacy policy applies to the personal data collected and processed during the recruitment process. We will process your personal data in accordance with applicable data protection legislation.

Purpose of Processing:

Your personal data will be collected and processed solely for the purpose of recruitment and selection activities related to the advertised position. This includes assessing your qualifications for the role, communicating with you during the recruitment process, and making hiring decisions.

Types of Personal Data Collected:

We may collect and process the following types of personal data:

- Contact information (e.g., name, address, email address, phone number)

- Professional qualifications and work experience

- Educational background and certifications

- Employment history and references

- Any other information you voluntarily provide in your application

Legal Basis for Processing:

Processing of your personal data is necessary for the performance of a contract to which you are a party (i.e., to assess your suitability for employment) and for our legitimate interests in making employment decisions.

Data Retention:

Your personal data will be retained for as long as necessary to fulfill the purposes outlined in this privacy policy, unless a longer retention period is required or permitted by law.

Disclosure of Personal Data:

Your personal data may be disclosed to third parties only when necessary for the purposes of recruitment and selection, such as to external recruitment agencies or background check providers. We will ensure that any third parties processing your data on our behalf do so securely and in accordance with applicable data protection laws.

Security of Personal Data:

We have implemented appropriate technical and organizational measures to protect your personal data against unauthorized or unlawful processing and against accidental loss, destruction, or damage.

Your Rights:

You have the right to request access to, rectification of, or erasure of your personal data. You also have the right to restrict processing, object to processing, and the right to data portability. To exercise these rights, or if you have any questions regarding the processing of your personal data, please contact dp•@wwrsintl.com

Consent:

By submitting your application, you consent to the processing of your personal data as described in this privacy policy.