Travel Coordinator (JHB Hybrid) at Datafin Recruitment

DUTIES:

• 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.
• Keep a record of travel documentation and benefits and ensuring 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.
• Ensure 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.
• Provide 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 after-hour 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 organisation events such as staff retreat.
• Ensure that bulk travel arrangements are made according to company policies and requirements.
• Ensure 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 with travel policy.
• Reinforce the travel policy by ensuring all staff are trained in 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.
• Ensure best possible quality of traveling at the best possible rates.

Financial Management 

• Cost-effective allocation and use of company resources.
• Make travel arrangements and adjustments to existing travel arrangements cost-effectively.
• 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.
• Track and reconcile 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.
• Ensure the appropriate usage of company resources and reporting misuses.

REQUIREMENTS:

Qualifications 

• A Bachelor’s Degree in Business Administration, Tourism, Travel, Hospitality or similar field.

Experience/Skills 

• 3 – 5 Years of corporate travel management experience.
• Familiarity with travel systems or solutions such as TravelIT, Galielo, Travelport, Sabre, etc.
• Strong working knowledge of the Travel industry.
• Understanding of travel policies and regulations.

Excellent 

• Decision-making skills with the ability to assess multiple options and identify the best choice to serve a specified goal.
• Organisational skills and attention to detail.
• Verbal and written communication skills.
• Strong sense of urgency.
• Can handle high travel volumes with quick turnarounds.
• Able to set up and implement systems.
• Ability to build and maintain working relationships with service providers.
• Proficient with Microsoft Office Suite or related software.

ATTRIBUTES:

• Able to work under pressure and multitask.
• Can build and maintain excellent working relationships with colleagues at all levels of the organisation network and beyond and to work as part of a cohesive and supportive team.
• Good interpersonal skills.
• Initiative.
• Curiosity.
• Teamwork and collaboration.