Job Description : The Employee will be responsible for managing and overseeing all aspects of employee travel. This includes booking flights, hotels, ground transportation, and ensuring travel policies are adhered to. The role ensures smooth and efficient travel logistics for company employees while optimizing cost and adhering to corporate guidelines. Key Responsibilities: Travel Planning & Coordination: Manage all aspects of employee travel, including booking flights, hotels, transportation, and itineraries. Policy Compliance: Ensure that all employee travel bookings comply with the companys travel policies and budget constraints. Budget Management : Monitor and manage the travel budget for employees, ensuring cost-effective options without compromising on quality. Vendor Management : Establish and maintain relationships with airlines, hotels, car rental companies, and other travel vendors to negotiate discounts and perks. Travel Documentation : Prepare travel-related documents (itinerary, booking confirmations, tickets, etc.) and provide necessary support for employees during their trips. Support and Assistance : Provide 24/7 support for employees during business travel, addressing issues like last-minute cancellations, changes, or emergencies. Reporting & Tracking: Track employee travel expenses and submit reports to finance for reimbursement and budgeting purposes. Employee Assistance : Help employees with visa applications, special requests (e.g., dietary preferences, special accommodations), and travel insurance. Travel System Management : Use internal travel management systems to maintain and update employee travel records. Travel Risk Management : Monitor employee safety while traveling, keeping track of travel advisories, and ensuring compliance with health and safety regulations. Post-Trip Evaluation : Gather feedback from employees to assess the quality and satisfaction of travel arrangements and identify areas for improvement. Skills and Qualifications: High school diploma or equivalent (Bachelor's degree preferred in Travel & Tourism, Business Administration, or related field). Previous experience in corporate travel management or a travel agency is preferred. Strong organizational and multitasking skills. Knowledge of travel booking systems and tools. Excellent communication and interpersonal skills, with the ability to deal with employees from various departments. Strong attention to detail and problem-solving abilities. Proficiency in Microsoft Office Suite (Excel, Word, etc.). Knowledge of corporate travel policies and expense reporting. Key Skills: 1. Attention to Detail: Ensuring that all travel bookings (flights, accommodations, transport) are accurate. Checking itineraries, travel documents, and other details for correctness. 2. Organizational & Time Management : Handling multiple travel arrangements and bookings at once. Ensuring that deadlines are met (for booking confirmations, travel documents, etc.). Efficiently managing administrative tasks like invoicing, reporting, and tracking expenses. 3. Negotiation: Negotiating deals with suppliers (airlines, hotels, transport companies) to secure the best rates and benefits for the company. Understanding how to match company needs with the right travel products or services. 4.Cultural Awareness: Understanding different cultural sensitivities and preferences in travel arrangements. Knowledge of the destinations local customs, traditions, and norms. 5. Problem-Solving & Adaptability: Quick decision-making in situations like flight cancellations, delays, or last-minute booking changes. Flexibility to adjust plans based on customer requirements or unexpected circumstances. Technical Proficiency: Familiarity with travel booking systems (e.g., Sabre, Amadeus, Galileo, etc.). Proficiency with CRM software to manage customer data and bookings. Basic knowledge of Microsoft Office (Excel, Word, Outlook) for tracking, reporting, and communication. Key Knowledge: Destination Expertise : Understanding local regulations, customs, and travel guidelines specific to destinations. 2. Travel Documentation : Knowledge of visa requirements , passport regulations , and travel permits for different countries. Familiarity with travel insurance policies , medical travel requirements , and health advisories . 3. Travel Industry Regulations : Understanding the travel industry standards and laws (for example, IATA regulations, transportation rules , etc.). Familiarity with safety and security guidelines , especially in crisis situations (e.g., pandemics, natural disasters, etc.). 4. Travel Trends and Market Knowledge : Awareness of current trends in the travel industry, such as eco-tourism, luxury travel, solo travel, adventure tourism, and virtual tours. Keeping up-to-date with travel technology (e.g., mobile apps, booking engines, online check-in processes). 5. Budgeting & Cost Management : Ability to balance cost-effective choices without compromising quality or customer experience. 6. Legal and Contractual Knowledge : Understanding of contract negotiation with suppliers and terms of service for customers. Knowledge of liability waivers , refund policies , and cancellation terms . 7. Health & Safety Guidelines : Knowledge of travel safety (especially in volatile regions or during crises). Understanding health regulations and safety measures required during travel (e.g., COVID-19 guidelines, vaccinations).
