Travel Coordinator

You will be joining a long established successful company who has made a significant impact within their market industry due to hard work, determination and investment. Over the next few years the company have developed growth plans to improve and sustain their leading reputation whilst rewarding their most important resource; the employees.

This role is to cover maternity for 9-12 months. The hours of work are Monday-Thursday 8-5 and Friday 8-3. Salary can be discussed at interview stage and you get 30 days holidays, health cash plan, life assurance.

The Role

• To work closely with employees to determine their travel needs, provide options and book accordingly to include but not limited to booking international and domestic flights, carparks, trains, hotel, accommodation, dining and car-hire.
• To work closely with the talent acquisition team to book flights and accommodations for interview candidates and new start employees.
• To book and arrange travel needs for client trips and maintain contact with the clients to ensure satisfaction with arrangements.
• To book and make payment for requested departmental team building activities.
• To provide a quick response to reactive travel issues/changes that arise during travel, such as delays and cancelling, changing or rescheduling arrangements as necessary which may be outside of normal working hours.
• To research travel options in terms of airlines, accommodation and communicating the information to the relevant employee and gaining confirmation of suitability prior to making the booking.
• To prepare employee travel itineraries and distribute travel arrangements and schedules to all appropriate staff to ensure that all employees who are travelling have the necessary documentation before they leave for their trip.
• To escalate and obtain approval from management for travel requests or concerns and expenses which exceed established limits.
• Advise travellers of and assisting with any needs for specialised travel documents such as passports.
• To review monthly reports issued by the contracts and business development department on contracts awarded or schedule meetings to allow the planning of future travels.
• To produce monthly reports/summary on costs associated with business travel such as flight costs, accommodations costs etc.
• To obtain car hire pictures from travellers to challenge any car hire damage claims received.
• To check and approve payments on 4P systems and allocate to the correct jobs codes.
• To research and negotiate reduced business corporate rates for hotels/accommodation where possible and ensure that corporate rates are honoured.
• Manage the financial aspects of all travel related activities by checking and approving payments on the 4P system and allocating to the correct job codes, continuously tracking travel expenditures on company credit cards.
• Any other duties deemed necessary by management.

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