Travel Coordinator - Russian Speaker (Head Office)

About the role

Location

• The posting identifies the role as based at the head office.

Corporate travel management

• Coordinate domestic and international business travel for employees, senior management, and executives.
• Manage flights, hotels, airport transfers, ground transportation, and detailed itineraries; handle amendments, cancellations, upgrades, and special arrangements under company policies.
• Coordinate executive travel discreetly; liaise with travel agencies, airlines, hotels, and providers to secure suitable, cost-effective options.
• Monitor schedules, disruptions, urgent requests, and last-minute changes; provide accurate itineraries, confirmations, and travel information.

Visa and immigration coordination

• Manage business visa arrangements, applications, supporting documents, appointments, application tracking, entry permits, and other travel authorisations.
• Liaise with embassies, consulates, visa centres, immigration authorities, and external providers.
• Prepare and monitor passports, visas, invitation letters, insurance, processing timelines, passport validity, and destination entry requirements.
• Maintain records of visa applications, approvals, expiries, and documentation; advise travellers on requirements and coordinate urgent requests and escalations.

Administration and stakeholder management

• Serve as the main contact for corporate travel and visa enquiries and coordinate with HR, administration, finance, and other departments.
• Maintain records of bookings, travel expenses, invoices, and supporting documents; monitor costs, support budget management, and identify efficiency opportunities.
• Ensure compliance with travel policies, approval workflows, and applicable travel and immigration requirements; protect sensitive information through professional confidentiality.

Required qualifications

• Fluency in written and spoken Russian and English.
• Previous experience in corporate travel coordination, travel management, visa processing, immigration coordination, or a similar role.
• Experience managing end-to-end employee travel and visa arrangements.
• Knowledge of international visa procedures, entry requirements, and travel documentation.
• Experience liaising with travel companies, airlines, hotels, embassies, consulates, and visa service providers.
• Strong organisation, time management, attention to detail, communication, problem-solving, and stakeholder management; ability to prioritise requests and meet deadlines.
• Proficiency in Microsoft Office; discretion, professionalism, accountability, and customer service.

Preferred experience

• Experience supporting senior management or executives is highly desirable.
• Familiarity with corporate travel booking platforms is an advantage.

Employment

• Full-time role.

Candidate profile