Senior Coordinator - Travel Support

S

• Proven experience in corporate travel coordination or administrative support roles.

• Strong knowledge of travel booking platforms, airline and hotel policies, and visa documentation.

• Excellent communication skills across email, chat, and phone.

• Proficiency in Microsoft Office Suite (Excel, Outlook, Teams).

• Ability to multitask and manage high volumes of requests with accuracy and efficiency.

• Familiarity with compliance protocols, especially in high-risk travel scenarios.

BGV:

• Employment with WSP India is subject to the successful completion of a background verification ( BGV ) check conducted by a third-party agency appointed by WSP India.
• Candidates are advised to ensure that all information provided during the recruitment process including documents uploaded is accurate and complete, both to WSP India and its BGV partner .

Travel Planning & Booking

• Take full ownership of the group travel mailbox, ensuring 100% accountability for managing all incoming travel requests and queries.

• Ensure all travel-related communications are responded to within pre-defined Turnaround Times (TATs), maintaining high service standards.

• Provide clear guidance and support to employees regarding travel booking procedures, policy adherence, and documentation requirements.

• Coordinate with travel vendors and booking platforms to secure flights, hotels, and ground transportation as per employee needs and company guidelines.

• Address and resolve real-time travel issues raised by employees via Email, Microsoft Teams, and WhatsApp, ensuring minimal disruption to travel plans.

• Maintain a proactive approach in identifying potential travel disruptions and offer alternative solutions promptly.

Reporting, Communication & Cost Optimization

• Collect and analyze client and employee feedback to identify recurring issues and prepare incident reports for continuous improvement.

• Monitor travel bookings to identify cost-saving opportunities by comparing online and offline flight and hotel options.

• Communicate finalized travel itineraries to employees, ensuring all necessary documents are shared in advance, including:

  • E-tickets

  • Hotel confirmation vouchers

  • Cab arrangements and confirmations

• Maintain accurate records of travel bookings and expenses for reporting and audit purposes.

• Collaborate with finance and procurement teams to align travel spending with budgetary goals.

Compliance & Policy Adherence

• Ensure all travel bookings strictly adhere to WSP s travel policy and guidelines.

• Monitor travel to high-risk countries or sectors, ensuring 100% compliance with Health, Safety & Environment (HSE) protocols.

• Educate employees on travel-related compliance requirements and escalate non-compliance issues to relevant stakeholders.

• Maintain and regularly update shared folders, Excel trackers, and documentation to reflect current travel data and ensure audit readiness.

• Uphold WSP s operational standards and ways of working across all travel-related processes.