Travel and Booking Coordinator

Biosite Medical Instruments; Davao City; On-site; PHP 391,000 - 670,000; Full time

Job summary

Biosite Medical Instruments is seeking an Executive Assistant – Travel & Booking Coordinator to manage end-to-end travel for employees and executives. You will handle flight and hotel bookings, itineraries, visa support, expense tracking, and document management while ensuring compliance with travel policies and budget limits, delivering timely, cost-efficient arrangements.

The role requires strong organizational, communication, and vendor coordination skills, with a proactive, discreet approach

Qualifications

• Bachelor’s degree in a related field.
• Experience as Executive Assistant or travel coordinator.
• Knowledge of airline and hotel booking procedures and travel management systems.
• Proficient in Microsoft Office applications (Word, Excel, Outlook, PowerPoint).
• Strong organizational and time-management skills.

Responsibilities

• Plan and coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and visa processing.
• Prepare complete and detailed travel itineraries aligned with approved schedules, business requirements, and employee preferences.
• Verify booking details, including passenger information, travel dates, destinations, baggage allowances, and special travel requirements.
• Secure the necessary travel approvals before confirming reservations and related arrangements.
• Monitor travel costs and recommend cost-effective booking options without compromising safety.
• Ensure compliance with company travel policies, budget limitations, approval procedures, and documentation requirements.
• Manage booking changes, cancellations, rebookings, refunds, and emergency or last-minute travel adjustments.
• Coordinate with airlines, hotels, transportation providers, travel agencies, and other service partners.
• Assist employees with travel-related concerns before, during, and after their trips.
• Maintain accurate records of bookings, itineraries, expenses, receipts, travel documents, and supplier transactions.
• Facilitate processing and monitoring of travel-related expenses, reimbursements, refunds, and liquidation documents.
• Track pending travel requirements and provide timely updates to concerned employees and approving officers.
• Provide administrative support to executives, including calendar management, appointment scheduling, meeting coordination, and preparation of necessary documents.
• Handle sensitive travel, employee, and executive information with professionalism and confidentiality.
• Perform other administrative and coordination duties as assigned.

Skills

Organizational skills

Time management

Communication skills

Negotiation skills

Vendor coordination

Attention to detail

Problem solving

Multitasking

Discretion

Calendar management

Education

Bachelor’s degree in Business Administration / related field

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

PowerPoint

Job description

Executive Assistant – Travel & Booking Coordinator

Job Summary

The Executive Assistant – Travel & Booking Coordinator is responsible for managing and coordinating end-to-end travel arrangements for employees and executives. This includes flight reservations, accommodations, ground transportation, visa assistance, itinerary preparation, and travel documentation.

The role also provides executive and administrative support to ensure that all business trips are cost-effective, properly authorized, accurately documented, and completed smoothly.

Key Responsibilities

• Plan and coordinate domestic and international travel arrangements, including flights, hotels, ground transportation, and visa processing, when applicable.

• Prepare complete and detailed travel itineraries aligned with approved schedules, business requirements, and employee preferences.

• Verify all booking details, including passenger information, travel dates, destinations, baggage allowances, and special travel requirements.

• Secure the necessary travel approvals before confirming reservations and related arrangements.

• Monitor travel costs and recommend practical, cost-effective booking options without compromising safety and operational requirements.

• Ensure compliance with company travel policies, budget limitations, approval procedures, and documentation requirements.

• Manage booking changes, cancellations, rebookings, refunds, and emergency or last-minute travel adjustments.

• Coordinate with airlines, hotels, transportation providers, travel agencies, and other service partners.

• Assist employees with travel-related concerns before, during, and after their trips.

• Maintain accurate and organized records of bookings, itineraries, expenses, official receipts, travel documents, and supplier transactions.

• Facilitate the processing and monitoring of travel-related expenses, reimbursements, refunds, and liquidation documents.

• Track pending travel requirements and provide timely updates to concerned employees and approving officers.

• Provide administrative support to executives, including calendar management, appointment scheduling, meeting coordination, and preparation of necessary documents.

• Handle sensitive travel, employee, and executive information with professionalism and confidentiality.

• Perform other administrative and coordination duties that may be assigned from time to time.

Qualifications

• Bachelor’s degree in Business Administration, Office Administration, Hospitality Management, Tourism Management, or any related field.

• Preferably with relevant experience as an Executive Assistant, Travel Coordinator, Booking Officer, Administrative Assistant, or in a similar role.

• Knowledge of airline and hotel booking procedures, online reservation platforms, and travel management systems is an advantage.

• Proficient in Microsoft Office applications, particularly Word, Excel, Outlook, and PowerPoint.

• Excellent organizational, coordination, and time-management skills.

• Strong written and verbal communication skills.

• Good negotiation and vendor coordination skills.

• Capable of managing multiple bookings, changing priorities, and strict deadlines simultaneously.

• Highly detail-oriented, resourceful, proactive, and dependable.

• Strong problem-solving skills and the ability to respond calmly to urgent travel concerns.

• Willing to provide assistance outside regular working hours when urgent travel changes or emergencies arise.

• Able to handle confidential information with integrity and discretion.

Preferred Candidate

The ideal candidate is organized, service-oriented, and highly attentive to detail. The candidate must be capable of anticipating travel requirements, resolving booking concerns promptly, and ensuring that employees and executives receive reliable support throughout their trips.