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Job Summary:
The Travel Coordinator is responsible for managing all aspects of travel arrangements for the company, including flights, rail tickets, transfers, hotel bookings, car hire, and visas when required. This role involves close collaboration with Directors, Project Managers, and team members to ensure travel plans align with business needs. The Travel Coordinator will also oversee vehicle management, expense tracking, and cost-effective procurement of travel services while ensuring that company policies are adhered to, and costs are controlled.
Key Responsibilities:
Travel Management:
Coordinate all travel for the team, including flights, rail tickets, transfers, hotel bookings, car hire, and visas (if applicable).
Liaise with Directors, Project Managers, and individual team members to create efficient travel plans.
Research and secure the best travel options and deals for both current and new projects.
Vehicle and Fleet Management:
Source competitive van and car hire services, ensuring coverage for all business travel needs. Ensure pool vehicles are properly maintained and manage the booking schedule.
Monitor vehicle leases and establish cost-effective replacement options when agreements expire.
Report and manage vehicle collisions or accidental damage claims with the insurance company, ensuring timely and accurate paperwork.
Expense and Credit Card Tracking:
Track employee expenses and credit card receipts, maintaining up-to-date records in the appropriate database.
Order and distribute fuel cards, monitoring usage and preventing fraud or irregular spending. Regularly review fuel card spend and report anomalies to the relevant department.
Hotel and Lodge Coordination:
Negotiate and monitor hotel costs, striving to secure the best corporate deals and memberships. Manage weekly payments for lodge and subsistence, ensuring all bookings are cost-effective and meet company standards.
Attend the weekly resource call to plan upcoming travel requirements in line with project demands.
Commercial and Financial Awareness:
Ensure all travel arrangements, vehicle hire, and related services are commercially viable and
within the companys financial considerations.
Be proactive in finding cost-saving opportunities without compromising quality or service.
Other Duties:
Perform additional duties as required, in accordance with the companys evolving business
needs.
Qualifications and Skills:
Proven experience in travel coordination or a similar role Strong organisational and multitasking skills
Ability to work under pressure and manage changing priorities
Excellent communication and interpersonal skills for liaising with internal teams and external suppliers
Attention to detail and the ability to track expenses and receipts accurately Commercial awareness and the ability to work within financial constraints Proficiency in Microsoft Office Suite (Excel, Word, Outlook)
Familiarity with travel booking systems and vehicle management processes is an advantage Problem-solving skills with a proactive approach to challenge
Key Competencies:
Organised: Able to manage multiple travel arrangements and tasks simultaneously.
Cost-Conscious: Always seeking the most economical options for travel, vehicle hire, and accommodations.
Proactive: Researching and suggesting improvements to travel policies, systems, and suppliers. Team-Oriented: Comfortable working with a wide range of staff across different departments. Detail-Oriented: Ensuring all paperwork, including travel bookings, expense reports, and vehicle claims, is accurate and timely.
Working Conditions:
This role may require flexibility in working hours due to varying travel schedules. The Travel Coordinator will primarily work from the office but may need to liaise with external suppliers and attend planning meetings.
