MARCELA RINCON
TAMPA,FL
Summary
Experienced Travel Advisor with 20+ years of expertise in travel logistics, event coordination, and compliance with federal travel regulations for government and non-profit organizations. Proven ability to optimize budgets, secure the best rates, and deliver seamless itineraries through strategic planning and vendor management. A bilingual leader recognized for enhancing operational efficiency, streamlining processes, and driving team productivity. Strong problem-solving and communication skills, ensuring exceptional customer service and successful project execution.
Overview
26
26
years of professional experience
1
1
Certification
Work History
Travel & Grants Supervisor
American Embassy
01.2013 - 01.2023
- Managed travel logistics for 420+ employees, ensuring cost-effective and compliant arrangements.
- Supervised two third-party contractors to oversee all travel services.
- Administered a $37M annual travel logistics cooperative agreement.
- Coordinated travel for 6,000+ Government of Colombia (GOC) participants annually.
- Advised travelers on policies and processed travel orders, advances, and vouchers.
- Oversaw and enforced compliance with INL travel policies per DOS regulations.
- Provided expert guidance on travel procedures, cost control, and process improvement.
Travel Coordinator
American Embassy
01.2002 - 01.2013
- Coordinated travel arrangements for Government of Colombia (GOC) participants by collaborating with US implementing partners local and US instructors, and senior Colombian officials.
- Provided travel services for all INL employees, including local staff, USG employees, and employees from other US agencies.
- Conveyed travel information, work requirements, and logistical data to various staff members.
- Attended daily operations meetings, prepared and maintained risk assessments, including pre-bid, to ensure updated and accurate records.
- Oversaw services, including hotel accommodations, air and ground transportation, and translation services, among various other arrangements.
- Placed procurement requests for INL VIP services, solicited proposals, negotiated rates, and followed through to final billing.
- Managed high-volume workload under tight deadlines while maintaining a keen attention to detail in every aspect of the job duties performed.
Visa Assistant
American Embassy Consulate
01.2000 - 01.2002
- Assisted with the processing of non-immigrant applications, ensuring accuracy and compliance with U.S Immigration laws and policies
- Conducted preliminary screening of 100 visa applicants daily, reviewing visa applications and supporting documents ensuring full compliance before submission to consular officers.
- Provided information and guidance to applicants regarding visa procedures, required documents, and interview scheduling.
- Maintained strict confidentiality of client data, ensuring compliance with data protection regulations and U.S. Consulate policies.
Travel Agency Consultant
American Express Travel Agency at American Embassy
01.1999 - 01.2000
- Planned, booked, and managed corporate travel arrangements, including flights, hotels, ground transportation, and meeting venues
- Liaised with airlines, hotels, and travel vendors to negotiate corporate rates and secure cost-effective travel solutions
- Maintained relationships with American embassy agencies shifts, ensuring personalized and high-quality travel experiences
- Provided real-time travel support, troubleshooting disruptions and coordinated alternative arrangements when necessary
- Utilized travel management systems (GDS or similar) to streamline booking and reporting processes
Reservations Representative
American Airline
01.1997 - 01.1999
- Assisted customers in booking flights, modifying reservations, and processing cancellations while ensuring compliance with airline policies
- Provided accurate fare quotes, flight availability, and travel information to customers
- Resolved travel disruptions, such as flight delays, cancellations, and rebookings, to ensure a seamless travel experience
- Communicated effectively with customers via phone, email, and chat, delivering exceptional service in a fast-paced environment
Education
Associate of Science (AS) - Travel & Tourism Administration
Inuniversitas University
Skills
- Travel Management
- Expense Tracking
- Event Coordination
- Data Analysis & Reporting
- Strategic Planning
- Bilingual Communication
- Conflict Resolution
- Customer Experience
- Travel Regulations & Policies
- Interpersonal Communication
- Time management and multitasking
Accomplishments
- Transformed a $9M travel and logistics program into the largest initiative in the Western Hemisphere.
- Managed travel for 13,000+ individuals annually, ensuring operational excellence.
- Optimized travel logistics, reducing costs while ensuring seamless operations.
- Negotiated corporate discounts, saving thousands in travel expenses.
- Led high-profile travel projects, including INL’s first hemisphere-wide travel conference.
- Developed and implemented SOPs, improving efficiency and compliance across multiple operational areas.
- Processed 500+ travel authorizations monthly, ensuring policy compliance and mission success.
- Enhanced customer service, earning multiple awards for service excellence.
- Implemented policy improvements, increasing efficiency and compliance.
Awards
- Extra Mile Award, 2022, For organizing and hosting INL's first hemisphere-wide travel and event management conference for GORs
- Customer Service Award, 2019, For contributing to the successful 2019 INL Bogotá vendor fair and improving Embassywide procurement operations.
- Customer Service Award, 2017, For exceptional support in documenting and publicizing key management processes, setting a new standard for diplomacy continuity.
- Customer Service Award, 2017, For her willingness to serve, exemplary service, extraordinary effort and professionalism.
- Certification of Appreciation, 2017, In grateful recognition to contribution and support to our office in San Jose, Costa Rica.
- Extra Mile Award, 2017, For Expert management of inter-agency travel service support.
Training
- Travel Policy, Regulations & Allowances - U.S Department of State
- PY220 and PY221 Grants Officer Representative certification (GOR) - Foreign Service Institute
- Grants Management Training Course - Foreign Service Institute
- Project Management - Local training
Certification
- U.S. Government Travel Policy & Regulations – U.S. Department of State
- Grants Officer Representative Certification (GOR) – Foreign Service Institute
- Grants Management Training – Foreign Service Institute
- Project Management Training
Languages
English
Full Professional
Spanish
Native or Bilingual
German
Elementary
Timeline
Travel & Grants Supervisor
American Embassy
01.2013 - 01.2023
Travel Coordinator
American Embassy
01.2002 - 01.2013
Visa Assistant
American Embassy Consulate
01.2000 - 01.2002
Travel Agency Consultant
American Express Travel Agency at American Embassy
01.1999 - 01.2000
Reservations Representative
American Airline
01.1997 - 01.1999
Associate of Science (AS) - Travel & Tourism Administration
Inuniversitas University
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