Travel Administrator

Travel & Procurement Administrator

McGuireWoods is hiring for a Travel & Procurement Administrator to play a vital role on the Business Services team, managing all aspects of the firm's corporate travel, procurement, vendor, and contract programs. This position oversees the travel management company (TMC), booking tools, and corporate card programs; leads supplier sourcing and negotiations; and ensures compliance with policies, budgets, and risk standards. The role also supports reporting and logistics for legal trials and firm events. The ideal candidate is detail-oriented, financially savvy, and skilled in negotiation, contract analysis, and client service, with strong knowledge of travel and procurement best practices.

McGuireWoods, one of the world's leading law firms, has provided legal solutions to corporate, individual and nonprofit clients since 1834. Along with excellent benefits, McGuireWoods offers most employees a hybrid remote option allowing flexibility and work-life balance.

Responsibilities

• Manage day-to-day corporate travel operations, including the TMC, online booking tool, and travel portal.
• Serve as the primary escalation point for complex travel issues for attorneys and staff; lead annual business reviews with the TMC.
• Negotiate preferred hotel, air, and car rental agreements; coordinate with office administrators to identify local preferred properties and load rates into tools / portals.
• Train employees on travel tools and policies; act as SME and program ambassador.
• Administer corporate credit card and Business Travel Account (BTA) programs; ensure timely reconciliation, reporting, and payment; coordinate overdue notifications with Accounting.
• Provide logistics support for trials, including hotel blocks, conference rooms, AV, transportation, meals, and shipping of documents / equipment.
• Assist international travelers with visas, passports, and other required documentation.
• Support large meetings and events (e.g., partner retreats), including room blocks, direct billing, and specialized air arrangements.
• Serve as liaison across departments and offices to ensure coordinated service delivery.
• Partner with managers and SMEs to identify goods and services; research and present viable options.
• Implement and optimize firm-wide supplier programs; identify cost-saving opportunities and new solutions.
• Establish and manage vendor relationships to ensure performance against SLAs, contractual obligations, and firm policies.
• Lead and support RFP / RFQ / RFI processes; serve as primary contact for internal clients and bidders.
• Review, draft, and negotiate contract terms and pricing; track obligations, renewals, and key dates; maintain organized electronic contract records.
• Place and track purchase orders; communicate delivery timelines and confirm receipt.
• Monitor potential clientvendor conflicts and coordinate with stakeholders accordingly.
• Prepare and manage budgets for assigned GL accounts and travel-related cost centers; contribute to department budgets.
• Research and explain monthly variances; support forecasting and reconciliation.
• Track cost savings and performance metrics; produce periodic dashboards and status updates.
• Maintain and recommend updates to corporate travel and procurement policies annually.
• Develop, document, and maintain SOPs and guidelines for programs, contracts, and tools; distribute to stakeholders.
• Maintain current knowledge of industry trends, best practices, risk / security standards, and enabling technologies.

Qualifications