ACARA Jobs
Administrative Coordinator
Apply- ID: 559163
- Posted: 4/15/2026
- Location: Rochester, NY
- Category: Admin - Administrative
- Job Type: Temporary
- Duration: 3 - 6 Months
Description
Job Title: Administrative Coordinator
Location: Rochester, NY.
Employment Type: Temp (6 Months)
Industry: Business Process Outsourcing
Compensation: $25.00-30.00/ Hour
Schedule: 30 Hours/Week
About the Opportunity:
- Monitors the travel department's shared mailbox and responds to traveler questions and requests for assistance.
- Works with travelers to provide day-to-day guidance and raise awareness of travel policy.
- Maintains knowledge of travel policy.
- Assists in the preparation of regularly scheduled reports.
- Provides back-up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing.
- Perform light office duties: Data entry, ordering supplies, etc.
Why You'll Love Working Here:
- Supportive, team-driven culture that values collaboration, transparency, and accountability.
- Opportunity to grow your career with a global workforce solutions leader serving multiple industries.
- People-first environment that encourages employees to bring their authentic selves to work.
- Strong focus on partnership, innovation, and delivering meaningful results for clients and candidates.
Why This Opportunity is Exciting:
This role offers the chance to join a company that prioritises both people and performance-where your contributions directly impact client success while giving you room to grow and develop professionally.
About Acara Solutions
Acara is a premier recruiting and workforce solutions provider-we help companies compete for talent. With a legacy of experience in various industries worldwide, we partner with clients, listen to their needs, and customize visionary talent solutions that drive desired business outcomes. We leverage decades of experience to deliver contingent staffing, direct placement, executive search, and workforce services worldwide.
Sound like a good fit?
APPLY TODAY
What You'll Do:
- Culture Shaping
- Update the master spreadsheet with changes
- Respond to email requests (confirm process)
- CVENT - Remove person from CVENT and Add to New Event - send registration
- Connect with Culture Shaping Team / Admin w/ important changes/questions
- New Meeting Request Validation
- Review new requests as they come in
- Confirm all data elements are included, including Participant List
- Reach out to the requester for any clarifying data needs
- CVENT - Update event info to ensure the form is complete
- Work with Julie to review current capacity and allocate to the meeting planner in CVENT
- Meeting Planning Administrative Support
- Route contracts for signature
- CVENT - Use travel confirmation templates to send Confirmation to attendees (when given the 'GO' signal from the meeting planner)
- Assemble Executive Level Itineraries on time to support a polished experience
- Assist in the execution of regular reports (e.g., status updates to MT leaders)
- Office Administration Assistance
- Shipping assistance
- Invoice tracking - ensure bills are being paid in a timely fashion
- Provides back-up to the Travel Technology Analyst for monthly reconciliation of Amex CTA billing.
- BONUS: Project Management Support
- Monitor and track progress on each of our Meetings & Events
- Manage Budgets for the Top 20 Meetings & Events, updating when contracts are signed, and final costs are incurred
- Gather AI assistant notes from each meeting and track Next Steps for Top 20 Meetings & Events.
Job Requirements
What You'll Bring:
- High School Diploma or GED
- 5+ years of Travel Industry experience
What Sets You Apart:
- Travel Agency or Corporate Travel
- Proficient in Microsoft Office products, including MS Word, Excel, and PowerPoint
- Strong oral and written communication skills
- Technology/technical aptitude
- Analytical and data reporting skills.
Additional Information:
- Upon offer of employment, the individual will be subject to a background check.
After you apply, you may receive a call or message from our AI Talent Scout about this role or other opportunities that match your skills and preferences. AI agent role is to help speed up your hiring process by answering questions, confirming basic information, and identifying whether there's a mutual fit.
The call or chat may be recorded so that our recruiting team can review it - they make all final hiring decisions, while AI agent simply helps move you forward faster. The best part? They are available 24/7, so you can connect whenever it's convenient for you.
Aleron companies (Acara Solutions, Aleron Shared Resources, Broadleaf Results, Lume Strategies, TalentRise, Viaduct) are an Equal Opportunity Employer. Race/Color/Gender/Religion/National Origin/Disability/Veteran.
Applicants for this position must be legally authorized to work in the United States. This position does not meet the employment requirements for individuals with F-1 OPT STEM work authorization status.