Travel Coordinator

2 weeks ago

Rosebank, Western Cape, South Africa HRInsync Full time

Travel Coordinator


This company is a successful national network of NGOs & partners realising quality, affordable early learning for all 3-5-year-olds — through scaling a network of providers, and achieving specific ecosystem transformations with governments and partners.


Purpose of Role


The Travel Coordinator is responsible for all business travel arrangements for the company's employees and manages these arrangements to ensure smooth traveling operations.

The travel coordinator will take care of all the logístical details of travel, lodging, and transportation arrangements, allowing travellers to focus on the purpose of their trip.


Key Responsibilities

Travel coordination for individual traveller (coordination of individual staff travel including executives).

  • Serve as a general resource and point of contact for all travel arrangements.
  • Liaise with traveller to determine destination, mode of transportation, travel dates, financial
- considerations and accommodation required.

  • Ensure traveller submits the travel booking form five days before the travel date.
  • Offer comprehensive assistance to traveller regarding alterations of itineraries and other travelling
- arrangements.

  • Ensure each traveller receives the best possible quality of service.
  • Keeping a record of travel documentation and benefits and ensur4ing that these are allocated
- accordingly.

  • Advise traveller about passport and visa requirements, currency exchange rates and vaccination
- requirements.

  • Ensure that individual travellers are fully informed of travel arrangements and requirements.
  • Handle unforeseen problems and complaints.
  • Ensure that individual travel arrangements are made according to company policies and
- requirements.

  • Ensuring best possible quality of travel at best possible rates.
  • Ensure travel arrangements are efficient.

Travel coordination of group travellers (coordination of travel for +/-40 trainers, +/- 100 club coaches, +/-100 staff).

  • Serve as a general resource and point of contact for all bulk travel arrangements.
  • Research and compare available travel and hotel accommodations to identify the best available
- option for bulk travel.

  • Facilitate the quoting and booking of all travel arrangements, travel appointments where required,
- special reservations, and special requests, for complex itineraries.

  • Providing guidance to travellers on travel documents, insurance, travel laws, cancellation policies,
- related protocols e.g., insurance, and general advice.

  • Prepare and distribute travel itineraries and travel schedules to all appropriate traveller(s).
  • Obtain relevant approval for travel requests and expenses that exceed established limits.
  • Assist with afterhour duty, including nights and weekends.
  • Ensure travel forms contain the correct cost codes and are authorized.
  • Coordinate logistics such as venue, transportation, entertainment etc. for all SmartStart events such
- as staff retreat.

  • Ensure that bulk travel arrangements are made according to company policies and requirements.
  • Ensuring best possible quality of travel at best possible rates.
  • Ensure travel arrangements are efficient.
  • Handle unforeseen problems and complaints.
  • Perform other related duties as assigned.

Travel Coordination Systems and Policies

  • Investigate and implement travel management system and tools to enhance efficiency.
  • Develop/Review travel policy.
  • Ensure smooth transition from outsourced to insourced travel coordination.
  • Ensure compliance to travel policy
  • Reinforce travel policy by ensuring all staff is trained on the policy.

Supplier Management

  • Develop pool/database of preferred travel suppliers.
  • Negotiate rates, travel deals, and contracts with travel service providers.
  • Build and maintain good working relationships and rapport with travel service providers.
  • Ensuring best possible quality of traveling at the best possible rates.

Financial Management

  • Costeffective allocation and use of company resources.
  • Make travel arrangements and adjustments to existing travel arrangements costeffectively.
  • To work closely with the Finance Department to prepare invoices for payments on travel expenses.
  • Invoice reconciliation and preparation for the finance department to process the payment.
  • Forward proof of payment to the respective service provider.
  • Handle all requests for refunds, rebates, and whatever other issues may stem from problems
- experienced by employees traveling for the company.

  • Tracking and reconciling travel expenses.

Governance

  • Adhere to company policies and procedures.
  • Maintain confidentiality regarding company information.
  • Communicate applicable policies to the employees and make sure they are followed.
  • Ensuring the appropriate usage of company resources and reporting misuses.

Qualifications and Experience

  • A bachelor's degree in business administration, tourism, travel, hospitality, or similar field.
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