Travel Desk Coordinator

Our client, an international trading company is looking to employ a Travel Desk Coordinator to manage all aspects of business travel for employees and executives across global destinations.

This role ensures seamless, cost-effective, and compliant travel arrangements, providing expert guidance and support while adhering to company policies and international travel regulations. The ideal candidate will be a highly organized, detail-oriented professional with exceptional customer service skills and a strong understanding of international travel logistics.

Key Responsibilities:

End-to-End Travel Coordination:

• Manage and coordinate all international and domestic travel arrangements, including flights, accommodation, ground transportation, and ancillary services (e.g., car rentals, visas, travel insurance).
• Develop comprehensive and efficient travel itineraries for individual employees and groups, considering travel policy, budget, and traveller preferences.
• Proactively research and book travel options, securing the best available rates and terms through preferred vendors and online travel tools.

Policy Compliance & Cost Management:

• Ensure all travel bookings and arrangements strictly adhere to the company's global travel policy and budget guidelines.
• Negotiate with airlines, hotels, and other travel service providers to obtain competitive rates and favorable terms for volume bookings.
• Monitor travel expenses, reconcile invoices and credit card statements, and prepare expense reports in collaboration with the Finance department.
• Identify opportunities for cost savings and efficiencies in travel planning without compromising quality or safety.

Visa & Documentation Management:

• Provide expert advice and assistance to travellers regarding international visa requirements, passport validity, customs regulations, and other necessary travel documentation for various countries.
• Facilitate the application process for visas and other permits as required.

Traveler Support & Communication:

• Serve as the primary point of contact for all travel-related inquiries, issues, and emergencies (e.g., flight delays, cancellations, re-bookings, lost luggage).
• Provide timely and accurate travel updates, confirmations, and essential destination information
• Offer exceptional customer service, ensuring a positive and stress-free travel experience for all employees.

Qualifications & Experience:

• A Diploma or Bachelor's degree in Travel & Tourism, Hospitality Management, Business Administration, or a related field is preferred.
• Minimum of 3-5 years of proven experience in a corporate travel desk, travel agency, or a similar role with a strong focus on international travel.
• Demonstrated experience handling complex itineraries and managing travel for a diverse group of employees.
• Experience working within an international company environment is highly desirable.

Skills:

• Advanced proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Familiar with online travel booking tools and expense management software.
• In-depth knowledge of international travel regulations, visa requirements for various countries, and global customs procedures
• Exceptional Communication: Excellent verbal and written communication skills
• Customer Service Excellence: A strong customer-centric approach with a proven ability to provide outstanding support
• Detail-Oriented & Organized: Meticulous attention to detail and strong organizational skills to manage multiple bookings and complex itineraries simultaneously.
• Problem-Solving: Proactive and resourceful problem-solver with the ability to handle last-minute changes, emergencies, and unforeseen challenges calmly and effectively.