Durban: Travel Coordinator posted by Indian Ocean Export Company

We are seeking an experienced Travel Coordinator to organize and oversee travel arrangements and hospitality for employees or clients, ensuring efficient and cost-effective solutions. The candidate needs to have experience in booking and coordinating local and international travel, managing travel-related recons (including credit card reconciliations), and maintaining accurate records of travel expenses.

Key Responsibilities:

1. Travel Arrangements:

• Book local and international flights, accommodation, and transportation.
• Ensure travel complies with company policies and budgets.
• Ensure required approval for travel is obtained from Commercial Director.
• Coordinate visa applications, travel insurance, and any other travel related documentation.
• Develop and manage a comprehensive traveller information system to store and update details such as preferences, passports, and visa requirements.
• Maintain a rolling six-month travel schedule, ensuring all planned travel is tracked and updated regularly & share with business.
• Create and update detailed checklists for international and domestic travel to assist travellers in preparing for their trips.
• Make use of systems such as Galileo to book flights, car rentals and hotel rooms and reduce travel agency fees.

2. Travel Reconciliations:

• Conduct travel recons, verifying travel expenses against budgets and receipts. This is to be done within agreed timeframe.
• Reconcile company credit card statements for travel-related expenses.
• Identify and resolve discrepancies in travel or financial records.
• Ensure travel reconciliations records are accurate and up to date.

3. Expense Management:

• Maintain detailed records of travel expenses for reporting purposes.
• Prepare monthly and ad hoc travel expenditure reports.
• Work closely with the finance team to streamline payment processes.
• Negotiate and secure competitive rates with service providers, including hotels and car rental companies(etc.).

4. Communication and Support:

• Act as a point of contact for travelers, addressing queries and providing timeous itinerary updates.
• Liaise with travel agencies, airlines, and hotels to resolve issues.
• Provide recommendations to optimize travel costs and improve traveler satisfaction.

5. Policy and Compliance:

• Stay updated on travel regulations, airline policies, and visa requirements.
• Ensure all travel arrangements adhere to organizational policies and legal requirements.

Minimum Requirements:

• Diploma or degree in Travel Management, Business Administration, or related field.
• Minimum 23 years experience in travel coordination, travel consulting, or a similar administrative/operations role.

Experience Required:

• Certification in Travel and Tourism is advantageous.
• Experience in credit card reconciliations and financial reporting.
• Knowledge of local and international travel regulations.
• Proficient in Excel
• Experience working with corporate travel is advantageous.

Skills and characteristics:

• Strong organizational, filing and time-management skills.
• Proficiency in travel booking systems (Galileo/ IATA/ GDS systems) and expense management tools.
• Excellent communication and problem-solving abilities.
• High attention to detail and accuracy, especially for financial and compliance processes.
• Ability to handle urgent changes, last-minute bookings, and unexpected travel disruptions.
• Ability to work independently while managing multiple bookings simultaneously.
• Strong customer-service mindset and commitment to supporting frequent travellers