Travel Coordinator

Responsibilities

1. Manage and process travel requests, advances and their respective documentation for staff, guests, and all productions.
2. Liaise with travel agencies and travelers.
3. Help travelers and individuals initiating the travel requests, on travel procedures and travel issues. Answer enquiries, arrange airfare bookings, offer suggestions, and determine the optimal itinerary.
4. Negotiate favorable deals on all travel aspects and ensure the needs of the project are met.
5. Coordinate and monitor correspondence, secure proper approvals, receive and substantiate invoices, and coordinate with the Finance Department for the mode of payment as well as online payments.
6. Act as emergency contact for travelers and individuals initiating the travel requests.
7. Maintain and update travel documentation and manage database travel information.
8. Maintain records of all communication and transactions with travel agents, airlines, accommodation, and all received offers.
9. Analyze and monitor the services received by travel agencies, airlines, and/or accommodation facilities to improve the services.
10. Track orders from placement through to delivery, logging invoices, and following up on payments.
11. Ensure goods and services are delivered to the business on a timely basis and update end users.
12. Manage Supplier Database and ensure documentation is up to date.
13. General Admin Tasks: Booking meeting rooms, hotel contracts, corporate deals.
14. Resolve issues with stakeholders/suppliers, escalate when necessary.
15. Quarterly reports on Travel.

Requirements

1. Passionate about delivering results.
2. Planning skills.
3. Problem-solving skills.
4. Negotiation.
5. Flexibility and adaptability.
6. Ability to follow directives and procedures, along with ensuring compliance.
7. Communication and active listening.
8. Customer service orientation.
9. CIPS (not essential).