Travel Coordinator

About The Role

The Travel Coordinator will handle travel, majority international, organising from flights, accommodation etc.

Key Responsibilities

Including, but not limited to:

• Arrange all Travel for employees and contractors, including flights, accommodation, rental cars, etc.
• Ensure that all visa requirements are met for every country where work is done, ensuring that employees and contractors have the visa / work permit that is required for where they are going to work.
• Arrange all documentation required for mobilization of personnel.
• Ensure that medicals, eye tests and vaccinations are up to date for employees and contractors travelling, inform if any additional documentation is required.
• Ensure that where required personnel have malaria prophylaxis.
• Organise layover allowances with Finance department when required.
• Book medical insurance for each person travelling, ensuring to update the Tracker document accordingly. Ensure that insurance is extended when required.
• Review flight costings against online options and other suppliers from time to time.
• Remain available after hours to address emergency travel arrangements.
• Ensure that visa and work permit requirements are met for every country we operate in, so that employees and contractors have visas/work permits that are required before leaving.
• Arrange all Travel for employees and contractors, including flights, accommodation, rental cars, arranging taxis/transfers from/to airport and hotels and heliports.
• Communicate with external travel agents, visa agents, as well as Clients and shipping agents.
• Advise internal Project Managers on requirements, flights accommodation and car hire available.
• Arrange that all documents are ready in a travel pack and attend pre-deployment meeting.

Experience

• 2 Years' Experience in a corporate travel position.

Qualifications

• Tersiary qualification in travel related field will be advantageous.

Skills

The following are the minimum skills required to perform the function:

• Advanced skills in Microsoft Office (Excel, Word, and E-mail);
• Excellent communicator both written (Email; WhatsApp; Teams) and verbal;
• Ability to work in a highly pressurised environment;
• Excellent organisational skills;
• Confidence to escalate and resolve queries;
• Accurate capturing of information and attention to detail;
• Practically minded in problem solving and application of theory to reality;
• Customer Service orientated.

Application Question(s):

• Do you have experience in applying for Visa's
• Have you applied for Visas for International countries
• Do you have experience in organizing layover/ stopover allowances with Finance department when required.
• Have you booked medical insurance for person's travelling
• Are you available after hours to address emergency travel arrangements.
• Have you ever ensured that visa and work permit requirements are met for every country
• Have you ever arranged all documents are ready in a travel pack and attend pre-deployment meeting.
• What is your salary expectation
• Do you have experience in arranging all Travel for Employees and contractors, including flights, accommodation, rental cars, etc.
• How many days notice must you hand in

Work Location: In person