Travel Co-Ordinator - June at ATNS

Job description

Travel  Coordination Services 

• Monitor approved travel bookings made by ATNS employees on the internal Travel system to ensure cost efficiency of arrangements made as well as compliance with travel policy stipulations, and raise non-compliance with the relevant individual and/or manager to avoid reoccurrence, 
• Ensure compliance of travel management with the ATNS Travel Management policy, as well as National Treasury’s Travel Management Framework and Cost Containment Instructions, and confirm that issues and queries are addressed in line with these governance frameworks.
•   Assist employees to make the best possible travel arrangements by offering advice on destinations, transportation, hotel accommodation and car rentals.  
• Provide afterhours support to travellers. 
• Provide information on customs regulations, required papers (passports, visas and certificates of vaccination), travel advisories, and currency exchange rates. 
• Ensure departments load their monthly bookings on the internal booking system in time to take advantage of discounted prices as this represents cost savings to the company. 
• Assist in researching and providing solutions to travel related problems experienced by ATNS employees.  Handle all customer service issues ensuring compliance with the corporate travel program and policies. 
• Use various automated travel technology tools namely the travel management reporting tool and the TravX self-service booking system in the course of the work.  Ensure proper management of international trips and provide support to Board members and employees as required during official trips.  Assist in conducting periodical travel workshops for employees and secretaries that arrange travel to ensure that they are well acquainted with the travel policy and new developments.  Apply industry best practice to achieve cost savings in an attempt to curb and reduce costs.  Research and recommend cost-effective methodologies of providing seamless integrated travel management services to corporate travelers.

Stakeholder Relations Management 

• Establish good working relations with employees and external service providers. 
• Establish and maintain good working relationships with Finance, Procurement, Payroll,  Internal Auditors, and Auditor-General staff.  Assist the Corporate Travel Manager in managing the commercial relationship and in establishing sound relations with external service providers. 
• Serve as a link between the external Travel Agent and key role players within ATNS such as  Finance, Procurement, Marketing, IT, etc.  
• Maintain sound relationships with travel vendors, including affiliates of other service providers and preferred Airlines.

Continuous Improvement:

• Support the Corporate Travel Manager in the preparation for internal and external audits and the submission of required documents within agreed timeframes. 
• Assist in ensuring that there are no repeat findings by the internal auditors and in the AG Management Report, and implement corrective action on existing findings. 
• Assist in analysing travel reports and stats to ascertain growth to determine the requirement for an additional travel service provider in order to improve service delivery.

Cost Management and Reporting:

•  Assist the Corporate Travel Manager in identifying savings opportunities and service enhancements, initiate process improvements and deploy best practice obtained through benchmarking. 
• Ensure that Travel Management invoices are captured per line item to facilitate identification of any over expenditure per line item.  Assist in preparing monthly, quarterly and annual Travel Management Reports. 
• Assist in providing oversight and reporting on the corporate travel budget, in order to minimise wasteful expenditure and ensure cost efficiency. 
• Assist the Corporate Travel Manager to benchmark, analyse, monitor, and report on travel expenditures and compliance Ensure weekly submission of invoices by the Travel Agency. 
• Maintain an Electronic Invoice Control Register.  Identify invoice discrepancies through submitted spreadsheets.  Ensure optimal benefits in terms of loyalty points (regular and seasonal travel incentives).

Minimum requirements

Minimum Qualification:

•  Grade 12 (Matric)
• Certificate / Diploma in Travel & Tourism or related field is an advantage

Minimum Experience:

•   Minimum 5 years’ experience in travel administration and coordination in a Travel Agency or corporate environment
•  Experience in managing international travel is required, i.e. must be knowledgeable on travel legislation pertaining to customs regulations, visas, passports, vaccinations, etc