Internal Travel Administrator

7 months ago

Randburg, South Africa MPAMOT Africa Full time

**Job Description**:
The Internal Travel Administrator (ITA) at MPAMOT is a key player in managing and facilitating the travel booking process for our employees. Collaborating closely with the external travel consultant, Corporate Traveller, the ITA ensures a smooth coordination of travel requests, compliance with company policies, and timely approval processes. The ITA will also be responsible for managing the internal travel database, ensuring all statuses are up-to-date, and vouchers are sent promptly.

**The focus of the role will be**:
**Booking Facilitation**:

- Guide and support the use of our internal Travel Request & DMP app, ensuring accurate completion of all information, including full project numbers.
- Assist travellers in utilizing Corporate Traveller's online booking tool for self-booking.

**Approval Process**:

- Redirect booking approvals to Project Managers (PM) after self-bookings or offline bookings.
- Verify Corporate Traveller's quotes and rates, ensuring alignment with company policy.
- Follow up with Project Managers to secure timely approvals, initiate booking cancellations if necessary.

**Claims and Vehicle Damage Management**:

- Oversee the claims process for travel-related expenses, ensuring timely submission and compliance with company policies.
- Manage and document vehicle damage incidents, coordinating with relevant stakeholders for resolution.

**Compliance Management**:

- Ensure adherence to company policies and procedures for both self-bookings and agent-assisted bookings.
- Cross-check travel vouchers and confirmations with original requests to ensure accuracy.

**Finance**:

- Verify project numbers for payment to Corporate Traveller and double-check with travellers/PM if needed.
- Europcar Voucher Management: Manage the issuance and tracking of Europcar vouchers. Cross-check statements for accuracy and coordinate with Finance for payment.

**MANCO Reporting**:

- Compile and send a monthly travel report to the Safety and Facilities Manager.
- Update Europcar PowerBI report after verifying statements and send the report to the Facilities Manager.
- Update Corporate Traveller PowerBI report after verifying statements and send the report to the Facilities Manager.

**Travel Procedure and Policies**:

- Manage and update travel procedures and policies to ensure compliance with industry standards and company needs.
- Keep travel guides and processes updated, promptly reflecting any changes.

**HSSRA Database Management**:

- Maintain and update the Health, Safety, Security, and Risk Assessment (HSSRA) database.
- Ensure all project-related documentation is up to date, minimizing delays in the booking process.

**Internal Travel Database Management**:

- Oversee the internal travel database, ensuring all statuses are current and accurate.
- Promptly send vouchers and confirmations to travellers upon approval.

**Communication and Collaboration**:

- Establish effective communication channels with Project Managers, Corporate Traveller, and travellers.
- Collaborate with the external travel consultant to address any issues or discrepancies in the booking process.

Be in possession of Matric or Matric equivalent qualification.

Proven experience in travel administration or a related field.

Familiarity with online booking tools and travel agency processes.

Strong organizational and communication skills.

Strong administration skills (Word, Excel, PowerPoint, and Outlook).

Knowledge of PowerBI will be an advantage.

Ability to work collaboratively with different stakeholders.

Detail-oriented with a focus on compliance and policy adherence.

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