Travel/Medical Insurance Specialist

Job Summary:

The Travel/Medical Insurance Specialist is responsible for managing and coordinating travel arrangements for employees as specified in their contracts or according to work requirements. This role ensures that all travel-related activities are carried out efficiently, adhering to the organization's travel policies and procedures. Additionally, the specialist is responsible for overseeing the organization's medical insurance policy for staff members and their families. This includes maintaining accurate records, ensuring timely activation of policies, facilitating communication regarding insurance benefits, and validating insurance invoices. The role also involves suggesting process improvements and providing support to colleagues.

Key Responsibilities:

1. Travel Reservations & Ticket Issuance:
   • Make travel reservations for employees in accordance with their contracts or work requirements.
   • Ensure that reservations comply with budget guidelines and organizational policies.
   • Issue travel tickets for employees based on travel system protocols and their entitlements.
   • Ensure timely ticket issuance while adhering to travel guidelines.
   • Review and compare ticket prices before issuance to ensure alignment with the organization's travel budget and cost-effectiveness.
2. Medical Insurance Management:
   • Provide the contracted insurance company with an accurate and up-to-date list of organization staff members and their family members.
   • Monitor the activation process of medical insurance policies for all individuals listed under the specified categories.
   • Ensure that activation begins promptly from the renewal date of the policy.
   • Maintain and update the staff list with the insurance company to reflect new hires, terminations, or changes in coverage during the policy period.
3. Staff Communication:
   • Inform organization staff members about the issuance of the medical insurance policy.
   • Provide a comprehensive explanation of the advantages, benefits, and services included within the policy to ensure all staff are well-informed.
4. Invoice Management:
   • Review and process invoices from travel agents or service providers.
   • Receive invoices from the insurance company for scheduled dues or monthly bills.
   • Ensure timely payment and resolve any discrepancies in invoices.
   • Validate the accuracy of amounts mentioned in invoices before submitting them for payment.
5. Process Improvement:
   • Continuously evaluate and review travel and medical insurance procedures and systems to identify areas for improvement.
   • Propose and implement process changes to enhance efficiency, accuracy, and compliance.
6. Knowledge Sharing:
   • Actively share knowledge, best practices, and lessons learned with colleagues and team members.
   • Foster a collaborative work environment to support team performance and professional growth.
7. Additional Duties:
   • Perform other travel-related tasks or assignments as required within the scope of the role.
   • Carry out additional insurance-related tasks or assignments as required within the scope of the role.

Qualifications:

• Bachelor's degree in Human Resources or any related field.
• Specialized courses in Human Resources or a related field are preferred.
• Proven experience in travel and medical insurance coordination, office administration, or related fields.
• Familiarity with administrative software and travel/insurance management systems.
• Strong organizational and communication skills.
• Effective verbal and written communication skills.
• Ability to manage multiple tasks simultaneously and prioritize effectively.
• A basic understanding of insurance policies and medical benefits is a plus.