Responsibilities and Scope for Action :

The Travel Coordinator organizes business trips for employees and external clients (VIPs, consultants, candidates, etc.), identifies the optimal travel arrangements and makes the necessary reservations.

At the request of internal management when organizing team seminars, he/she collaborates with the instigators and the Talent Development team to define needs and takes charge of the creation, management and logistics of the entire event.

He/she collaborates with the Events team for the organization of logistics for external events and trade fairs.

He/she is also versatile and carries out replacement missions within the Travel & Reception team as needed.

Professional Relationships :

Direct manager : General Management

Team management  : N/A

Internal communications : Global Team

External communications : On-line travel agencies, Airline companies, Hotels, Customers, VIPs, Subcontractors, Suppliers, etc.

Significant Activities :

Travel:

• Communicate effectively with travelers to identify their needs

• Research and compare trips and hotels to identify the best option available for each trip.

• Propose optimal solutions that respect travel policies and needs

• When travel falls within the travel policy and within approved budget limits, make the requested reservations.

• Prepare travel itineraries, distribute travel confirmations to relevant employees

• Obtain management approval for travel requests and expenses that exceed established limits.

• Advise travelers and help them meet any needs for specialized travel documents such as visas or passports.

• Monitor and facilitate the use of company air travel credit cards, frequent flyer programs and other applicable rewards and loyalty programs.

Seminar:

• Communicate effectively with instigators to identify their needs

• Research and compare different venues and activities based on the allocated budget to identify the best option for each seminar.

• Propose optimal solutions that respect budgets and requirements

• Validate with the instigators then prepare and communicate all relevant information

• If necessary, collaborate with the Talent Development team to integrate training activities into seminars

Others :

• Close collaboration with other divisions for the organization of internal and external events (customer visits, training, etc.)

• Permanent optimization of tools used for daily missions

• Close collaboration with the Events team to support in the organization of logistics for external events (trade fairs, tradeshows, keynotes, etc.)

• Preparation and communication of detailed monthly reporting of travel expenses to each division director

• Carry out replacements within the team when necessary (guest coordinator)

• Perform other related tasks as assigned.

Here’s what we look for:

• Experience working in a professional environment

• Ability to manage multiple priorities and projects utilizing time management and organizational skills

• Excellent written and verbal communication skills

• Travel industry experience required

• Experience with Microsoft Office and travel vendor software experience (Sabre, Concur, etc.) preferred