Staffing, Travel and Logistics Specialist

ROLE: Staffing, Travel and Logistics Specialist

Salary: £25000

Working hours: (Apply online only) hrs Mon-Fri

Location: based in offices in Fareham, Hampshire

SUMMARY

Responsible for organising and coordinating all international project travel and logistics arrangements for contractors and field staff within our clients organisation. Ensuring that all travel arrangements are made efficiently, cost-effectively and in accordance with company policies and procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to, the following:

1. Coordinate and book travel arrangements for contractors/field staff, including flights, accommodation, transportation, and other necessary arrangements.
2. Research and compare prices, availability and quality of travel options such as flights, hotels, and car rentals to secure the best rates and accommodations.
3. Negotiate with vendors and travel agencies to obtain the most favourable terms and conditions for corporate travel bookings.
4. Liaise with Project Managers/travellers and advise on travel policies, visa requirements and any necessary documentation needed for travel.
5. Prepare and distribute travel itineraries, including all relevant details such as flight information, hotel reservations, car rentals, and meeting schedules.
6. Ensure all travel arrangements are accurate, complete, and aligned with the traveller's preferences and project requirements.
7. Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.
8. Assist employees in resolving any travel-related issues or emergencies, including flight cancellations, missed connections, lost luggage, etc.
9. Assist in the procurement of work visas and appropriate documentation for seamless travel for project field staff.
10. Manage and track project assets to ensure compliance across all project sites.
11. Maintain oversight of logistic arrangements and provide updates to Project Managers.
12. Escalate any issues with Project Managers.
13. Maintain and update a database of employee travel profiles, including preferences, frequent flyer accounts, passport details, and other relevant information.
14. Ensure that purchase orders are raised and approved for all travel and accommodation bookings.
15. Provide administrative support to Project Managers as required.

QUALIFICATIONS/SKILLS/EXPERIENCE

EDUCATION AND EXPERIENCE

Proven work experience as a Travel Coordinator or a similar role in corporate travel management.

Extensive knowledge of travel booking systems, online travel portals, and travel management tools.

Strong customer service skills. Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment. Excellent attention to detail, ensuring accuracy in all travel arrangements and documentation. Exceptional communication and interpersonal skills to effectively interact with travellers, vendors, and travel agencies.

Proficient in using travel booking systems and online travel portals to research, compare, and book travel options.

Knowledge of travel policies, visa regulations, and international travel requirements.

Strong negotiation skills to secure favourable rates and terms with vendors and travel agencies.

Ability to work independently with minimal supervision.

Flexibility to adapt to changing travel arrangements and schedules.

Fluency in written and spoken English, with additional skills being an advantage.

Ability to handle and resolve travel-related issues or emergencies promptly and efficiently.

Ability to maintain confidentiality and handle sensitive information related to employee travel.

Proficiency in Microsoft Office applications.

Comfortable communicating with multiple global stakeholders.

Understanding different cultures and countries.

Be willing to be on call outside of working hours, when required.