Travel Coordinator

Responsible for arranging all travel requirements for the organisation, including flights, car hire arrangements, transfers, insurance where applicable and accommodation
Responsible for preparations for National and International Congresses on the following:

• Confirm agenda with Organiser
• Registration
• Flight bookings – domestic & international
• Refunds to agency
• Visa applications
• Travel insurance
• Accommodation bookings
• Transfers/other modes of travel
• Booking of Restaurants (same as CEI)
• Preparing travel packs

Forward all travel, accommodation and car rental bookings to the relevant Support Staff member in order to prepare orders and travel requisitions
Liaise with internal clients to ascertain their precise event requirements and co-ordinate staff briefings
Build and maintain relationships with all suppliers
Negotiates to obtain the best available corporate rates throughout the year
Keeps an on-going register and filing system of hotel costs, facilities and usage
Conduct regular site inspections and complete site inspection forms in conjunction with Line Manager
Seeks and maintains local knowledge as to best seasonal pricing and availability
Acts as central point of contact for the monitoring of travel related supply and service standards
Maintains accurate records with regards to travel requirements and ensures that instructions given to staff are clear and concise
Ensure that policies and procedures are adhered to
Use initiative in suggesting suitable amendments to existing policies and procedures and identifying new policies and procedures that require implementation
Submit monthly reports with all the relevant details