Travel Coordinator (Corporate Travel Operations)

About the Role

Key Responsibilities

• Travel operations & execution
• Own end-to-end corporate travel logistics across candidate, employee, campus, and company-trip travel.
• Manage high-volume candidate travel: intake, booking, changes, documentation, and itinerary
• Coordinate campus travel:hotel requirements, ground transport, and consolidated trip tracking.
• Manage high-volume onboarding and relocation travel/accommodation logistics for new joiners and campus hires.
• Support employee work-related travel with policy-compliant bookings, traveller support, and post-trip reconciliation.
• Execute company trips end to end: destination research (flights, group rates, hotels, transport, visa, and duty-of-care considerations), hotel blocks, ground transport, attendee logistics, and visa coordination where required.
• Intake, process & governance
• Operate a single shared travel intake (traveller, dates, destination, purpose, cost estimate, urgency) and maintain the central travel tracker/database.
• Validate requests against pre-approved budget buckets and route exceptions to Finance per the approval matrix.
• Apply standardised workflows with defined approval thresholds and SLAs.
• Vendor & platform management
• Act as central liaison for travel vendors and the TMC/booking platform, including basic commercial negotiation and service management.
• Consolidate vendor and cost data; support preferred-vendor negotiations as spend patterns emerge.
• Reporting & controls
• Deliver monthly consolidated reporting on budget, volume, destinations, vendors, and exceptions to HR and Finance.
• Reconcile invoices and booking data against approved budgets with Finance.
• Maintain traveller, itinerary, cost, vendor, and visa/document status data with need-to-know access controls and defined retention.
• Documentation & duty of care
• Provide visa/immigration documentation support in coordination with HR stakeholders.
• Coordinate duty-of-care during active trips through a defined escalation mechanism, supported by a TMC/platform or nominated escalation chain for after-hours traveller support.
• 3- 6 years of experience in corporate travel coordination, travel operations, executive assistance with heavy travel scope, or a similar role.
• Demonstrated experience managing high-volume bookings (flights, hotels, ground transport) with frequent changes and tight timelines.
• Working knowledge of international travel requirements: visas, travel documentation, and immigration coordination.
• Experience working with travel vendors, TMCs, or online booking platforms, including rate negotiation.
• Strong proficiency with spreadsheets/trackers and comfort producing consolidated spend and volume reports.
• Excellent stakeholder communication; able to work across HR, Finance, recruiters, department heads, and travellers.
• Experience supporting group/offsite travel or events (20+ travellers), including international group logistics.
• Exposure to budget governance, approval matrices, or T&E reconciliation processes.
• Ownership and accountability - comfortable being the single point of execution across multiple travel categories.
• Organisation under volume - manages many concurrent itineraries, changes, and deadlines without dropping details.
• Process discipline - follows and improves standardised workflows, approval gates, and data hygiene.
• Discretion - handles traveller documents, personal data, and location information confidentially.
• Service orientation - delivers a smooth experience for candidates, employees, and leadership travellers.
• Commercial awareness - spots savings opportunities and negotiates effectively with vendors.

Qualifications & Experience

Competencies