Travel Coordinator

The Travel Coordinator is responsible for managing and coordinating travel arrangements for employees and executives of the company. This role includes booking flights, accommodations, transportation, and other travel-related services, ensuring compliance with company policies, and maintaining an accurate travel budget. The Travel Coordinator will work closely with the Assistant Manager - Travel Desk to optimize travel processes and provide efficient and cost-effective solutions for business travel.

Responsibility:

1. Travel Arrangements & Coordination:

• Book and coordinate all travel arrangements including flights, hotels, car rentals, and transportation for employees and executives.
• Ensure all travel bookings are in line with the company’s travel policy and within the approved budget.
• Manage travel itineraries, confirming bookings, and providing employees with necessary travel details and documentation (e.g., itineraries, travel confirmations, hotel bookings).
• Ensure cost-effective solutions by comparing and negotiating travel options, including discounts, offers, and deals.

2. Vendor Management:

• Liaise with travel agencies, airlines, hotels, and other service providers to negotiate rates, book services, and manage relationships.
• Ensure all vendors comply with the company’s standards, policies, and travel requirements.
• Maintain records of preferred vendors and ensure service level agreements (SLA) are met.

3. Expense Tracking & Reporting:

• Assist in the management of travel-related expenses and ensure that they are within the allocated budget.
• Track travel expenditures, preparing travel cost reports and reconciling with the finance department.
• Assist in the preparation of monthly reports and maintain documentation of all travel-related receipts, invoices, and expenses.

4. Employee Assistance & Support:

• Serve as the primary point of contact for travel-related inquiries from employees and provide assistance with travel arrangements and issues that arise during trips.
• Assist employees with visa applications, travel insurance, and other related documentation.
• Help resolve travel-related issues, such as booking errors or flight changes, ensuring minimal disruption to employees’ schedules.

5. Travel Policy Adherence & Compliance:

• Ensure all travel bookings are made according to the company’s travel policies and guidelines.
• Maintain accurate records of travel arrangements for audit and compliance purposes.
• Keep track of travel policy changes and communicate updates to relevant employees as necessary.

6. Travel Administration & Record Keeping:

• Maintain accurate travel records for all bookings, payments, and itineraries.
• Organize and store travel documents and receipts in an orderly, accessible manner for future reference or audits.
• Assist in booking corporate travel events, including conferences, meetings, and corporate retreats.

7. Cost Optimization & Travel Efficiency:

• Monitor and evaluate travel expenses and suggest cost-saving opportunities and efficiency improvements.
• Help optimize travel bookings by identifying recurring patterns and offering improved, cost-effective travel solutions.

8. Communication & Reporting:

• Communicate clearly with internal stakeholders regarding travel bookings, changes, and approvals.
• Support the Assistant Manager in preparing travel reports, analyzing trends, and identifying cost-effective practices.

Qualification:

The ideal Travel Coordinator should have 2-3 years of experience in a travel coordinator or similar administrative role, preferably in a corporate or retail setting.