Group Travel Coordinator

Role Purpose

Travel Coordination & Management

• Manage and coordinate domestic and international travel requests for employees, executives, guests, and production teams across the Group.
• Arrange and confirm flight bookings, accommodation, transportation, visas, and related travel requirements.
• Provide guidance on travel procedures, policies, documentation, and travel-related inquiries.
• Recommend optimal travel itineraries balancing cost, convenience, and operational requirements.
• Act as the primary point of contact for travelers before, during, and after travel.

Vendor & Supplier Management

• Liaise with travel agencies, airlines, hotels, transportation providers, and other travel-related suppliers.
• Negotiate competitive rates, corporate agreements, and favorable travel terms to maximize cost savings and service quality.
• Monitor supplier performance and service levels, identifying opportunities for improvement and cost optimization.
• Maintain and regularly update the approved supplier database and associated documentation.

Financial Administration

• Review, validate, and reconcile travel-related invoices and supporting documentation.
• Coordinate with the Finance Department to ensure timely processing of payments, advances, reimbursements, and online transactions.
• Track travel expenditures and support budget monitoring initiatives.
• Ensure all travel records and financial documentation are maintained accurately and in accordance with company procedures.

Records & Reporting

• Maintain comprehensive travel records, including quotations, approvals, bookings, correspondence, contracts, and invoices.
• Manage and update travel databases and reporting tools.
• Generate periodic reports on travel activities, expenditure, supplier performance, and cost-saving initiatives.
• Prepare quarterly travel reports and provide recommendations to enhance operational efficiency.

Stakeholder Support

• Serve as an emergency contact for travelers and support urgent travel-related issues when required.
• Coordinate with internal stakeholders to ensure travel requirements align with project timelines and business objectives.
• Support production teams and project-based travel requirements, ensuring all logistics are executed efficiently.

General Administration

• Support the administration of hotel agreements, corporate travel contracts, meeting room bookings, and related travel arrangements.
• Monitor service delivery timelines and proactively resolve issues with suppliers and stakeholders.
• Escalate critical travel or supplier-related concerns when necessary.

Qualifications & Experience

• Bachelor's degree in Business Administration, Hospitality, Tourism, Travel Management, or a related field.
• Minimum 3–5 years of experience in travel coordination, corporate travel management, production travel, procurement, or a similar role.
• Strong knowledge of travel booking processes, supplier management, and travel documentation requirements.
• Experience coordinating travel for large groups, productions, or multiple business units is highly desirable.
• Proficiency in Microsoft Office applications and travel management systems.

Skills & Competencies

• Excellent organizational and planning skills.
• Strong negotiation and vendor management capabilities.
• High attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong communication and stakeholder management skills.
• Problem-solving mindset with the ability to respond effectively to urgent travel requirements.
• Financial and administrative acumen.

Working Conditions

• The role may require flexibility to support business operations, productions, and project-related travel requirements outside regular working hours.
• Availability to work on weekends and public holidays may be required depending on project schedules and operational needs.