Travel Coordinator

Job Overview:

The Logistics Coordinator is responsible for managing and coordinating the logistical arrangements for the company’s teams, ensuring smooth travel planning, visa processing, accommodation, transportation, and related logistical support. While flight bookings will be handled separately, the Logistics Coordinator will assist in coordinating the flight booking process. This role requires strong organizational skills, attention to detail, and the ability to work under tight deadlines.

Key Responsibilities:

• Travel Coordination: Manage and organize travel plans for employees, ensuring all necessary arrangements are in place, including visas, accommodation, and local transportation.
• Visa Processing: Assist in obtaining necessary travel documents, including visas, permits, and any other required documentation for employees traveling internationally.
• Accommodation Management: Arrange suitable lodging for employees based on company travel policies, ensuring comfort, safety, and budget compliance.
• Transportation Arrangements: Coordinate local transportation, including airport transfers or other ground transport needs to ensure seamless movement.
• Flight Booking Coordination: Work closely with the team responsible for booking flights, providing necessary travel details and ensuring proper coordination.
• Expense and Budget Management: Track and manage travel-related expenses, ensuring alignment with company budget and policies.
• Emergency Support: Act as the point of contact for any travel-related issues, providing real-time assistance to resolve unexpected logistical challenges.
• Documentation & Reporting: Maintain accurate records of all travel arrangements, expenses, and logistics reports for internal tracking and audit purposes.
• Policy Compliance: Ensure all travel and logistics arrangements adhere to company policies and industry best practices.

Key Requirements:

• Experience: Experience in logistics coordination, travel management, or a similar role.
• Skills:
  • Strong organizational and multitasking abilities.
  • Excellent communication and coordination skills.
  • Attention to detail and ability to handle last-minute changes effectively.
  • Proficiency in Microsoft Office (Excel, Word, Outlook) and travel management tools.
  • Knowledge of visa application processes and travel regulations.
  • Ability to negotiate with vendors and manage budgets efficiently.
• Personal Attributes:
  • Proactive and solution-oriented mindset.
  • Ability to work under pressure and meet tight deadlines.
  • Strong interpersonal skills to collaborate effectively with internal teams and external vendors.

Work Environment & Conditions:

• A full-time position with occasional after-hours support required for urgent travel matters.
• Office-based role with potential travel for on-site coordination if necessary.