Travel Coordinator

FashionUnited; Riyadh; On-site; SAR 60,000 - 100,000; Full time

Job summary

FashionUnited is seeking a Travel Coordinator to manage all travel arrangements for employees and executives, including flights, hotels, car rentals, and ground transportation. The role requires ensuring compliance with company policy and maintaining an accurate travel budget.

You will collaborate with travel agencies and service providers to negotiate rates, manage itineraries, and supply necessary travel documentation.

Qualifications

• The ideal Travel Coordinator should have 2-3 years of experience in a travel coordinator or similar administrative role, preferably in a corporate or retail setting.

Responsibilities

• Book and coordinate all travel arrangements including flights, hotels, car rentals, and transportation for employees and executives.
• Ensure travel bookings align with the company’s travel policy and approved budget.
• Manage travel itineraries, provide travel details and documentation to employees.
• Negotiate rates with vendors to secure cost-effective options and discounts.
• Track travel expenses and prepare cost reports for the finance department.
• Assist with visa applications, travel insurance, and related documentation.
• Maintain accurate travel records for audits and compliance.
• Communicate travel bookings, changes, and approvals to internal stakeholders.

Skills

Travel coordination

Vendor negotiation

Budget tracking

Communication

Job description

The Travel Coordinator is responsible for managing and coordinating travel arrangements for employees and executives of the company. This role includes booking flights, accommodations, transportation, and other travel-related services, ensuring compliance with company policies, and maintaining an accurate travel budget. The Travel Coordinator will work closely with the Assistant Manager - Travel Desk to optimize travel processes and provide efficient and cost-effective solutions for business travel.

Responsibility:

1. Travel Arrangements & Coordination:

• Book and coordinate all travel arrangements including flights, hotels, car rentals, and transportation for employees and executives.
• Ensure all travel bookings are in line with the company's travel policy and within the approved budget.
• Manage travel itineraries, confirming bookings, and providing employees with necessary travel details and documentation (e.g., itineraries, travel confirmations, hotel bookings).
• Ensure cost-effective solutions by comparing and negotiating travel options, including discounts, offers, and deals.
• Liaise with travel agencies, airlines, hotels, and other service providers to negotiate rates, book services, and manage relationships.
• Ensure all vendors comply with the company's standards, policies, and travel requirements.
• Maintain records of preferred vendors and ensure service level agreements (SLA) are met.

3. Expense Tracking & Reporting:

• Assist in the management of travel-related expenses and ensure that they are within the allocated budget.
• Track travel expenditures, preparing travel cost reports and reconciling with the finance department.
• Assist in the preparation of monthly reports and maintain documentation of all travel-related receipts, invoices, and expenses.

4. Employee Assistance & Support:

• Serve as the primary point of contact for travel-related inquiries from employees and provide assistance with travel arrangements and issues that arise during trips.
• Assist employees with visa applications, travel insurance, and other related documentation.
• Help resolve travel-related issues, such as booking errors or flight changes, ensuring minimal disruption to employees' schedules.

5. Travel Policy Adherence & Compliance:

• Ensure all travel bookings are made according to the company's travel policies and guidelines.
• Maintain accurate records of travel arrangements for audit and compliance purposes.
• Keep track of travel policy changes and communicate updates to relevant employees as necessary.

6. Travel Administration & Record Keeping:

• Maintain accurate travel records for all bookings, payments, and itineraries.
• Organize and store travel documents and receipts in an orderly, accessible manner for future reference or audits.
• Assist in booking corporate travel events, including conferences, meetings, and corporate retreats.
• Monitor and evaluate travel expenses and suggest cost-saving opportunities and efficiency improvements.
• Help optimize travel bookings by identifying recurring patterns and offering improved, cost-effective travel solutions.

8. Communication & Reporting:

• Communicate clearly with internal stakeholders regarding travel bookings, changes, and approvals.
• Support the Assistant Manager in preparing travel reports, analyzing trends, and identifying cost-effective practices.

Qualification:

The ideal Travel Coordinator should have 2-3 years of experience in a travel coordinator or similar administrative role, preferably in a corporate or retail setting.