Travel Coordinator

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:

1. 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.

2. 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.

3. 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.).

4. 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.

5. 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