SUMMARY:
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POSITION INFO:
We are seeking an experienced Travel Coordinator to organize and oversee travel arrangements and hospitality for employees or clients, ensuring efficient and cost-effective solutions. The candidate needs to have experience in booking and coordinating local and international travel, managing travel-related recons (including credit card reconciliations), and maintaining accurate records of travel expenses.
Key Responsibilities:
- Travel Arrangements:
- Book local and international flights, accommodation, and transportation.
- Ensure travel complies with company policies and budgets.
- Ensure required approval for travel is obtained from Commercial Director.
- Coordinate visa applications, travel insurance, and any other travel related documentation.
- Develop and manage a comprehensive traveller information system to store and update details such as preferences, passports, and visa requirements.
- Maintain a rolling six-month travel schedule, ensuring all planned travel is tracked and updated regularly & share with business.
- Create and update detailed checklists for international and domestic travel to assist travellers in preparing for their trips.
- Make use of systems such as Galileo to book flights, car rentals and hotel rooms and reduce travel agency fees.
- Travel Reconciliations:
- Conduct travel recons, verifying travel expenses against budgets and receipts. This is to be done within agreed timeframe.
- Reconcile company credit card statements for travel-related expenses.
- Identify and resolve discrepancies in travel or financial records.
- Ensure travel reconciliations records are accurate and up to date.
- Expense Management:
- Maintain detailed records of travel expenses for reporting purposes.
- Prepare monthly and ad hoc travel expenditure reports.
- Work closely with the finance team to streamline payment processes.
- Negotiate and secure competitive rates with service providers, including hotels and car rental companies(etc.).
- Communication and Support:
- Act as a point of contact for travelers, addressing queries and providing timeous itinerary updates.
- Liaise with travel agencies, airlines, and hotels to resolve issues.
- Provide recommendations to optimize travel costs and improve traveler satisfaction.
- Policy and Compliance:
- Stay updated on travel regulations, airline policies, and visa requirements.
- Ensure all travel arrangements adhere to organizational policies and legal requirements.
Minimum Requirements:
- Diploma or degree in Travel Management, Business Administration, or related field.
- Minimum 2–3 years’ experience in travel coordination, travel consulting, or a similar administrative/operations role.
Experience Required:
- Certification in Travel and Tourism is advantageous.
- Experience in credit card reconciliations and financial reporting.
- Knowledge of local and international travel regulations.
- Proficient in Excel
- Experience working with corporate travel is advantageous.
Skills and characteristics:
- Strong organizational, filing and time-management skills.
- Proficiency in travel booking systems (Galileo/ IATA/ GDS systems) and expense management tools.
- Excellent communication and problem-solving abilities.
- High attention to detail and accuracy, especially for financial and compliance processes.
- Ability to handle urgent changes, last-minute bookings, and unexpected travel disruptions.
- Ability to work independently while managing multiple bookings simultaneously.
- Strong customer-service mindset and commitment to supporting frequent travellers
