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Senior Travel Coordinator

Business Unit:  Security Services
Career Area:  International
Location: 

Dubai, UAE, AE

Position/Employment type:

Senior Travel Coordinator/permanent employee position

Organization/Reporting line:

GardaWorld International Protective Services/Reporting to Director Operations Support

Place of work/Travel:

Dubai, UAE with limited travel throughout the Middle East where the company has operations. GardaWorld also has office locations in Washington DC, Belgium and London that may need occasional visits.

Contact and Cooperation

Internally: Company-wide with a focus on operations.

Externally: with consultants and third party suppliers / travel agents.

Job Outline: (to include, but not limited to)

Reporting to the Director Operations Support, the Senior Travel Coordinator will provide travel and administrative support to GardaWorld employees and contractors and will be the travel team lead for all corporate employee and contractor travel requirements.  This position will be responsible for coordinating the effective operation of the travel team (inclusive of Travel Coordinators and external suppliers). Main duties and responsibilities are as follows:

 

•             Manage all corporate travel bookings and requirements for the GW IPS business using the designated GDS / booking platform.

•             Assist the Travel Coordinators with the booking of regional contractor travel where necessary.

•             Perform the role of Travel Coordinator for the Libya business unit.

•             Monitor and advise Director Ops Support on the best corporate flight and hotel rates for business use;

•             Lead the Travel Coordinator team in ensuring that flights, hotel bookings and visas for contractors are arranged and delivered effectively and in the most cost effective manner;

•             Liaise with travel agent to issue tickets, flight date changes, cancellations and refunds; 

•             Document all flight and hotel bookings for all corporate employees globally, using the Corporate Travel Flight Planner and Corporate Flight Log spreadsheet, including all flight data, costs and any changes;  

•             Continuously monitor flight costs through the KPI tracker and highlight any flight anomalies to Director Ops Support;

•             Maintain the Global Hub list and ensure pricing analysis is completed and approved before the addition of new Hubs. 

•             Manage Company Airline Frequent Flyer programmes;

•             Reconciliation of travel agent invoices for all travel and hotels booked, ensuring all costs and fees are correctly listed and all refunds completed in full, for all business travel;  

•             Member of the 24-hr Oncall Rota – to deal with any queries/flight changes etc. required out of normal office hours.

•             Liaise with Operations Support HR regarding handover processes between the HR and Travel teams to ensure smooth operational transition.

•             Assist in the evaluation and management of the contract with the travel management company by providing data, incident reporting and performance feedback to Director Ops Support.

•             Participate in Review meetings with the Travel Management Company.

•             Act as the team lead for the implementation of any new system or process relating to travel.

•             Liaise with all GWIPS offices to ensure awareness and compliance with GWIPS travel policies and procedures.

•             Create and update staff rotations for annual/sick leave and oncall (24x7 emergency cover) for the travel team.

•             Vendor relationship management for GW contracted hotels and travel service providers. Reviewing contacts and extensions. Negotiating revised rates where applicable. Keeping online bookings portal up to date. Trouble shooting and problem solving. 

•             Conduct due diligence for all Travel service providers – flights, hotels, visas etc.

•             Liaison between Travel and GW accounts/BP’s to ensure a smooth operational transition.

 

Authority:

As detailed and delegated by Director Operations Support.

Accountability:

The Senior Travel Coordinator is accountable to the Director Operations Support for the responsibilities stated in this job description. These responsibilities will be monitored and managed through the mid-year and annual performance review and supported through the monitoring of KPIs.

Competencies:

•             Ability to manage time effectively and keeps to schedules.

•             Ability to lead and coordinate the activities of a team.

•             Listens, consults with others and communicates proactively.

•             Writes and speaks clearly, succinctly and correctly.

•             Follows procedures and policies.

•             Adapts to changing circumstances.

•             Works productively in a high pressure environment.

•             Plans activities and projects well in advance and takes account of possible changing circumstances.

•             Takes initiative and acts with confidence.

•             Works hard and puts in longer hours when necessary.

•             Focuses on customer (contractor and corporate employee) needs and satisfaction.

•             Works in a systematic, methodical way.

•             Keeps up to date with market trends in the travel industry.

•             Demonstrates integrity and upholds ethics and values. 

Experience:

•             3-5 years’ work experience in a similar role

•             BTEC Diploma or equivalent qualification in Travel & Tourism preferred

•             Experience with Amadeus is essential

•             Advanced MS Office skills (Word, Excel, Access, Outlook)

 

GardaWorld: Make the world a safer place

GardaWorld is a global leader in the security industry, offering a wealth of opportunity to individuals looking to gain experience and develop professionally in a growing industry. We offer flexible schedules, diverse work assignments spanning multiple industries, and training and career advancement opportunities. We embrace diversity and welcome newcomers, women, students, retirees, reservists, veterans, and more to join our team, as we are proud to be an equal opportunity employer.


We thank all candidates for their interest; however, we will communicate only with the selected candidates.