Travel Coordinator

Gerald Group; Dubai; On-site; AED 60,000 - 120,000; Full time

Job summary

A multinational company in Dubai is seeking a Travel Coordinator to facilitate travel arrangements for expatriates and local staff. This role requires coordinating various flight itineraries based on established rotation patterns and ensuring seamless travel logistics compliance with company policies. Ideal candidates will have a bachelor’s degree and 2-5 years of relevant experience, along with proficiency in communication and Excel. Join us to play a crucial role in supporting our team in their travel needs.

Qualifications

• Experience in travel coordination, preferably in an international and rotational work environment.
• Familiarity with Middle East and African travel regulations is advantageous.
• Detail-oriented with the ability to manage multiple tasks simultaneously.

Responsibilities

• Arrange and coordinate flight bookings for expatriates and Dubai staff.
• Manage travel itineraries ensuring adherence to rotation patterns.
• Serve as primary contact for travel arrangements and rotation schedules.

Skills

Strong communication skills

Coordination ability

Excel proficiency

Education

Bachelor’s degree in business administration or related field

2-5 years of experience in a similar field

Job description

Overview

Job Summary: The Travel Coordinator will be based in Dubai and play an important role in facilitating travel arrangements for expatriates working at the MML site in Sierra Leone, as well as for Dubai-based staff. The role involves coordinating various rotation patterns (e.g., 9/3, 6/2, 26/4, etc.) and ensuring seamless travel logistics. Strong communication, coordination, and Excel skills are essential for success in this role, as the individual will manage in/out dates, annual leave travel, and business trip bookings, while ensuring compliance with rotation schedules and company travel policies.

Responsibilities:

• Travel Coordination: Arrange and coordinate flights bookings for expatriates working at the MML site in Sierra Leone and for Dubai-based staff.
• Travel Coordination: Manage travel itineraries based on different rotation patterns, ensuring adherence to established schedules.
• Rotation Schedule Management: Monitor and track expatriates' in/out dates to ensure compliance with rotation schedules on a daily basis.
• Rotation Schedule Management: Work closely with HODs and HR to update rotation patterns as needed and communicate to relevant parties.
• Communication: Serve as the primary point of contact for expatriates and Dubai-based staff regarding travel arrangements and rotation schedules.
• Communication: Seek approvals for the 1IC & 2IC travel bookings.
• Communication: Communicate proactively with internal teams, travel agencies, and expatriates to address any issues or changes in travel plans.
• Documentation and Reporting: Maintain accurate records of expatriates' travel details and rotation schedules.
• Documentation and Reporting: Generate reports and summaries as required, providing insights into travel patterns and potential areas for improvement.
• Documentation and Reporting: Compiling booking transaction reports and to arrange for payments.
• Collaboration: Collaborate with HR, project managers, and other relevant teams to ensure alignment between travel plans and project timelines.
• Collaboration: Participate in regular meetings to discuss upcoming rotations, address challenges, and implement process improvements.
• Dubai Staff Travel & Leave Coordination: Coordinate and manage annual leave flight bookings for Dubai-based staff.
• Dubai Staff Travel & Leave Coordination: Arrange and support business travel bookings for Dubai staff, including flights, hotel bookings and related logistics.
• Dubai Staff Travel & Leave Coordination: Ensure all bookings comply with company travel policies and approved budgets.

Educational Qualification and Experience:

• Bachelor’s degree in business administration, or a related field.
• 2-5 years of experience in a similar field.
• Proven experience in travel coordination, preferably in an international and rotational work environment.
• Familiarity with the Middle East and African travel regulations and procedures is advantageous.
• Excellent verbal and written communication skills to effectively interact with expatriates, internal teams, and external service providers.
• Ability to adapt to changing schedules and priorities, ensuring smooth coordination in a dynamic work environment.
• Proficiency in Microsoft Excel for tracking, analyzing, and reporting travel and rotation data.
• Detail-oriented with the ability to organize and manage multiple tasks simultaneously.