Concierge & Travel Coordinator

The Concierge & Travel Coordinator will be responsible for managing all company-related travel, stay arrangements, and concierge support for employees, management, and visiting clients. This role ensures smooth travel experiences, timely bookings, cost-efficient solutions, and seamless coordination across teams at OnDirect Marketing Services.

Key Responsibilities

1. Travel Management

• Manage end-to-end domestic and international travel arrangements for employees and leadership.
• Handle flight bookings, rescheduling, cancellations, and itinerary planning.
• Ensure cost-effective bookings while maintaining company standards.
• Maintain a database of travel vendors, airlines, and travel partners.
• Track visas, passports, and travel documents; coordinate renewals and processing.
• Ensure compliance with company travel policies.

2. Accommodation & Logistics

• Arrange hotel stays, airport pickups, local transport, and intercity travel.
• Maintain preferred hotel/vendor list and negotiate corporate rates.
• Coordinate with car rental agencies, drivers, and logistics partners for seamless travel.

3. Concierge Support

• Provide concierge assistance for senior leadership and visiting clients.
• Handle reservations, event bookings, and any special requirements.
• Support with priority tasks such as courier coordination, document handling, or personal assistance when required (within company policy).

4. Coordination & Communication

• Work closely with HR, Admin, Finance, and Department Heads to understand travel needs.
• Share travel itineraries, confirmations, and instructions in a timely manner.
• Maintain a travel tracker and update internal teams regularly.

5. Vendor & Cost Management

• Liaise with travel agencies, hotels, and transport vendors for best rates.
• Manage billing, invoicing, and reconciliation of travel expenses.
• Ensure budget adherence and highlight cost-saving opportunities.

6. Reporting & Documentation

• Maintain detailed records of all travel bookings and expenses.
• Prepare monthly travel reports for management review.
• Ensure proper documentation and compliance with audit requirements.

Skills & Qualifications

• Bachelor's degree in Hospitality, Business Administration, or related field.
• 25 years of experience in travel coordination/concierge/hospitality roles.
• Strong knowledge of flight portals, booking tools, and travel documentation.
• Excellent communication and interpersonal skills.
• High level of organization, attention to detail, and ability to multitask.
• Ability to work under pressure with tight timelines.
• Professional demeanor and customer service orientation.

Additional Requirements

• Flexibility to assist during urgent travel needs outside standard hours.
• Familiarity with corporate travel policies and vendor negotiations.
• Ability to manage confidential information professionally.