Travel Coordinator

Black Pearl Consult; Abu Dhabi; On-site; AED 70,000 - 90,000; Full time

Job summary

A leading consultancy in the UAE is seeking an experienced Travel Coordinator to manage travel arrangements for staff, artists, and VIPs. This role involves ensuring seamless travel logistics and adherence to budget guidelines, requiring attention to detail and exceptional communication skills. The ideal candidate will have over three years of experience in a similar field, familiarity with visa processes, and the ability to efficiently handle last-minute changes. Join a dynamic team and contribute to our operational success.

Qualifications

• 3+ years of experience in travel coordination, hospitality, or event logistics.
• Familiarity with visa processes and travel protocols.
• Experience with high-profile guests and diverse stakeholders.

Responsibilities

• Arrange domestic and international travel including flights and accommodations.
• Prepare and manage travel itineraries.
• Coordinate travel logistics for artists and VIPs.
• Negotiate rates and service agreements.
• Ensure compliance with company travel policies.

Skills

Organizational skills

Communication skills

Time-management skills

Interpersonal skills

Proficiency in Microsoft Office Suite

Education

Bachelor’s degree in Business Administration, Hospitality, Tourism, or related field

Job description

We are seeking an organized and detail‑oriented Travel Coordinator to manage and execute all travel‑related arrangements for staff, artists, VIP guests, and event partners. The role ensures seamless travel logistics, cost‑effective bookings, and exceptional service standards aligned with the organization’s operational and cultural requirements. The ideal candidate will have strong communication skills, experience in managing multi‑destination itineraries, and the ability to thrive in a fast‑paced, event‑driven environment.

Key Responsibilities

• Arrange domestic and international travel, including flights, hotels, ground transportation, visas, permits, and travel insurance.
• Prepare and manage travel itineraries, ensuring accuracy and timely updates.
• Coordinate travel logistics for visiting artists, dignitaries, and VIPs during events and programs.
• Handle last‑minute changes calmly and efficiently.
• Liaise with travel agencies, airlines, hotels, and transport providers to secure competitive rates and preferred arrangements.
• Maintain strong relationships with internal departments, particularly Events, Operations, and HR.
• Negotiate rates, contracts, and service agreements where applicable.
• Ensure all travelers meet visa, passport, and entry requirements for relevant destinations.
• Maintain accurate digital and physical records of all travel arrangements and approvals.
• Ensure travel bookings comply with company policies and budget guidelines.
• Track travel expenses and reconcile invoices with Finance.
• Monitor travel budgets and provide regular reporting on costs and utilization.
• Process travel reimbursements promptly and accurately.

Requirements

• Bachelor’s degree in Business Administration, Hospitality, Tourism, or a related field.
• 3+ years of experience in travel coordination, hospitality, or event logistics (UAE experience preferred).
• Familiarity with visa processes, regional and international travel protocols.
• Experience working with high‑profile guests and culturally diverse stakeholders, supporting high‑level executives or VIPs.
• Excellent organizational and time‑management skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Outstanding verbal and written communication in English (additional languages are a plus).
• Strong interpersonal skills and the ability to interact with VIPs and high‑profile individuals.
• Discretion, reliability, and a professional demeanor.
• Flexibility to adapt to changing priorities and work outside standard hours, if needed.

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Disclaimer: Black Pearl will never ask for money or any form of charge our candidates just to process or consider their application for any of our available vacancies. If you happen to receive such a request from any members of our staff or other individuals claiming to be part of Black Pearl, please do call our office at [phone] or drop us a message on our website - blackpearlconsult.com.