Job Purpose
To manage end-to-end travel for all employees - domestic and international - including air ticketing,
accommodation, and visa processing across a range of destination countries. The role currently operates on a
direct-booking model (via travel agents/vendors) and is expected to evolve toward administering a self-service
travel booking portal as the travel volume grows; the co-ordinator will play a key role in evaluating and helping
roll that out when the time comes.
Key Accountabilities
1. Air Ticketing & Travel Booking
• Book and manage domestic and international flight tickets for employees directly with travel
agents/airlines, balancing cost, convenience, and travel policy compliance.
• Compare fares/routes across airlines and agents to get the best value for each trip.
• Handle date changes, cancellations, and rebookings quickly, including for last-minute or urgent travel.
2. Visa & Immigration Documentation (Multi-Country)
• Determine the correct visa category and documentation requirements for each destination country an
employee is traveling to - since requirements differ significantly by country and cannot be handled with
a single standard process.
• Prepare and submit visa applications, coordinating directly with embassies, consulates, and visa agencies
to meet travel timelines.
• Maintain a living reference of visa requirements, processing times, and documentation checklists for the
countries employees most frequently travel to, updating it as rules change.
• Track passport expiry and visa validity for frequent travelers, flagging renewals proactively before they
become a travel blocker.
3. Accommodation
• Book hotels for employees and visiting clients or guests, matching location, safety, and budget to the
purpose of the trip.
• Negotiate corporate rates with preferred hotel chains and vendors to reduce cost per trip.
4. Vendor Management & Negotiation
• Own relationships with travel agents, airlines, hotel chains, and visa-processing agencies, including
negotiating rates and contract terms directly.
• Run periodic vendor comparisons to ensure the comoany continues to get competitive pricing as travel
volume grows or destinations shift.
• Escalate and resolve vendor service issues (delayed visas, booking errors, refund disputes).
5. Budget & Reporting
• Track travel spend against budget and flag overruns early.
• Prepare monthly travel expense summaries for the Admin Manager.
• Coordinate with Finance on invoice processing and expense reconciliation.
6. Employee Support & Duty of Care
• Act as the single point of contact for employees before and during their trip for booking changes, delays,
or travel-related issues.
• Maintain a travel tracker with employee itineraries and emergency contact details for anyone traveling
internationally.
• Monitor relevant travel advisories for destination countries and flag any risk proactively to travelers and
the Admin Manager.
Working Relationships
Internal:
• HR - for new joiner relocation and onboarding travel
• Finance - for invoicing, budget tracking, and expense reconciliation
• Employees and function heads across the Company
External:
• Travel agents, airlines, and online booking platforms
• Hotel chains and accommodation vendors
• Visa-processing agencies, embassies, and consulates across multiple countries
Work Experience
• 3–5 years of experience in travel desk/travel coordination, ideally in a corporate environment with
international travel exposure.
• Demonstrated experience handling visa applications for more than one or two countries - comfortable
researching and applying new country-specific requirements, not just following a fixed checklist.
• Some prior experience negotiating rates or terms directly with travel vendors.
• Exposure to a corporate travel booking portal/TMS (even as an end-user)
Qualification
Bachelor’s degree in any discipline.
Skills
• Working knowledge of visa and documentation requirements across multiple countries, or a
demonstrated ability to research and apply them quickly.
• Vendor negotiation and rate comparison skills.
• Proficiency in MS Office/Google Workspace and comfort learning new booking/software tools.
• Strong organizational skills - able to juggle multiple traveler itineraries and deadlines at once.
• Clear written and verbal communication, comfortable coordinating with employees, vendors, and
consulates directly.
• High attention to detail, particularly around visa documentation where errors can delay travel.
Behavioral Competencies
• Calm and solution-oriented under time pressure, especially for last-minute or urgent travel changes.
• Ownership mindset - follows through on a booking or visa case until it's actually resolved, not just
logged.
• Discretion in handling employees' personal and travel-related data.
• Proactive communicator who flags risks (visa delays, advisory changes) before they become last-minute
problems.