Coordinator, Travel

The Travel Coordinator is responsible for organizing and managing travel arrangements for employees, clients, or executives. This role ensures that all travel-related needs, such as transportation, accommodation, and itinerary planning, are handled efficiently and cost-effectively. The coordinator also liaises with travel agencies, suppliers, and vendors to secure the best travel deals, while maintaining a high standard of customer service. This position is offered on an initial 12 month fixed-term contract, with potential for extension or conversion to a permanent role.

Key Tasks Role & Responsibilities:

• Travel Management: Provide end-to-end travel solutions, including flight, hotel, and transportation bookings, tailored to individual needs and company guidelines.
• Efficient Multitasking: Manage multiple travel requests simultaneously, ensuring timely completion and exceptional customer service.
• Recordkeeping: Maintain accurate records of all travel arrangements, payments, and itineraries for easy reference and reporting.
• Travel Preparation: Provide travellers with detailed itineraries, maps, guides, and essential travel information as and when required.
• Proactive Issue Resolution: Address and resolve any travel-related issues or concerns promptly and effectively.
• Cost-Effective Travel Sourcing: Research and negotiate competitive travel options to meet location and budget requirements.
• Reservation and Payment Management: Handle all reservations, payments, and cancellations efficiently.
• Comprehensive Travel Research: Compare and analyse various travel options to identify the best deals and value.
• Financial Management: Monitor and reconcile credit card expenditures, ensuring accurate expense reporting and VAT recovery.
• Emergency Contact: Serve as the primary point of contact for travel-related emergencies during out-of-office hours, on a rotating on-call basis shared across the Travel Team, including weekends.
• Customer Service: Provide high-quality customer service to travelers, addressing any concerns or issues promptly.

Qualifications & Skills:

• Ability to handle travel-related issues and emergencies calmly and efficiently.
• Good verbal and written communication skills.
• Excellent time management skills.
• Willingness to adapt to and learn new technologies.
• A dynamic and innovative professional with a forward-thinking attitude and approach.
• A committed individual.
• The ability to work under own initiative.
• Able to work under pressure and take instructions from the line manager and fellow colleagues.
• Demonstrate passion for results.
• Interaction with internal members of staff and external clients and suppliers in a courteous and efficient manner is essential at all times.
• Enthusiasm and positive attitude with a commitment to contribute to the growth of the business.

Experience:

• Previous experience in fast paced environments essential, travel booking or administrative experience a plus.
• Good understanding of Microsoft Office including a strong understanding of Microsoft Excel.

Company Benefits:

• Competitive Salary
• Company Pension
• 25 days paid holiday excluding Bank Holidays
• Paid parental leave
• Computer (Mac/Windows)
• Company Phone Allowance
• Flexible working (office/remote)
• Employee Assistance and Wellbeing Programme
• Childcare Support Policy
• Employer Sponsored Vision Programme

Please note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.

Diversity and Inclusion Statement:

DIVERSE IS WHO WE ARE. Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements. So, bring all of who you are, no questions asked.