Travel Coordinator

SUMMARY:
-

POSITION INFO:

IOEC is 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 3–5 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 (Travel IT/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