Travel Coordinator

Editec

Responsibilities

• Work closely with the HR team to assist with all internal travel
• Arrange plane tickets and hotel bookings, as well as transportation for consultants and employees
• Send reminders to travelers of the return-date of their ticket in order to avoid no-show .
• Coordinate transfers between Operations
• Liaise with travel companies (airlines, hotels, taxis, trains) and negotiate cost efficient deals with the operators
• Ensure all transfers, holidays, and travel days are correctly recorded on the HR system
• Ensure to monitor Foreign Travel Advice of regions where travel takes places to alert management of any risk.
• Generate letters and documentation required for work permit and visas. Ensure these are recorded on the HR system and correct information is passed to finance and payroll team for processing of expenses, as required

Once completed, support and engage in the following tasks (which will be allocated by team lead between travel coordinators):

• Project: Manage a project with review and standardisation of accommodation (flats, hotels etc), visa requirements (considering cost, time, restrictions)
• Ensure that travelers are reminded of required medical checks and vaccinations prior to travel. Assist with arranging vaccinations as required.

Administration Management:

• Ensure that all consultant and employee movements are entered to our employee database and shared with stakeholders once requested
• Work closely with the finance team to record correctly cost centers, analysis travel budgets, prepare estimates and identify cost saving practices
• Liaise with HR on holiday allowance for both employees and consultants
• Construct country profiles which would estimate costs, time to obtain work permits, and consider various accommodation options

Personal traits and previous experience:

• Excellent organisational, project management, negotiation, research, customer service and problem-solving skills
• Effective verbal and written communication skills with an emphasis on professionalism, confidentiality, tact and diplomacy
• Demonstrated ability to develop strong relationships with internal clients across all levels of organisation
• Strong attention to detail
• Dynamic team player
• Ability to work in challenging and pressurised environment, multi-task, and work against tight deadlines and formulate and execute process improvements
• Minimum 3-4 years previous experience in a similar role
• A good understanding of online searching and booking tools

Other: The role will require out of hours access to emails and ability to support travelers.