McGuireWoods LLP is seeking a Travel Administrator to join our team in the Richmond, VA office. This role is responsible for managing all aspects of business travel for the firm, including fostering and maintaining positive relationships with third-party travel vendors such as corporate travel agencies, car rental services, hotels, airlines, and corporate credit card providers. This specialized position requires a candidate with a strong understanding of travel management processes, exceptional attention to detail, and a commitment to delivering high-level customer service.

McGuireWoods, one of the world’s leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Diversity and inclusion are essential to how we do business, informing how we recruit, retain and promote lawyers and staff to serve clients. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance. Our Applicant Disclosures describe your rights. Our Privacy Statement describes how we will process and safeguard your personal data.

• Manage the firm’s relationship with a third-party corporate travel agency, including annual business reviews, agent oversight, issue escalation, and maintaining the travel portal and booking tools.
• Serve as a subject matter expert on the online booking tool, including training attorneys and employees as needed.
• Oversee travel-related budgets, monitor variances, and ensure accurate reporting and reconciliation.
• Negotiate and maintain contracts with travel vendors, including car rental agencies, hotels, airlines, and corporate credit card providers.
• Coordinate Requests for Proposals (RFPs), Quotes (RFQs), and Information (RFIs) for travel-related services, serving as the primary point of contact for bidders.
• Support firm departments and events with travel arrangements, securing accommodations, transportation, and vendor services for special meetings, events, and trials.
• Assist international travelers with documentation, including visas and passports, and ensure compliance with travel policies.
• Administer the firm’s corporate card program and Business Travel Account (BTA), including oversight of overdue balances, reconciliation, and timely payment processing.
• Track and report cost savings, budget variances, and forecast travel and procurement expenses.
• Maintain knowledge of industry trends and best practices, providing recommendations to enhance efficiency and cost-effectiveness.
• Train, coordinate, and delegate tasks to procurement support specialists and act as a liaison between departments and office management for procurement needs.

• Bachelor’s degree with 3–5 years of experience managing a corporate travel program, preferably within a law firm or professional services setting.
• Familiarity with travel industry vendors and experience in conference planning, including securing hotel room blocks.
• Ability to draft reports, business correspondence, instructions, and RFPs/RFQs when required.
• Exceptional customer service, negotiation, project management, and organizational skills.
• Strong interpersonal skills, professionalism, and meticulous attention to detail.
• Proven critical thinking, efficient communication, and adaptability in managing multiple tasks, shifting priorities, meeting deadlines, and working independently or collaboratively.

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