DataFin was founded in 1999, and we take pride in our established relationships with industry leaders. The majority of our business constitutes repeat clientele.
Duties & Responsibilities:
Environment:
We are seeking an individual with exceptional organizational, customer service, and meticulous skills for the role of Travel Coordinator. This position involves managing all business travel arrangements for a Community Upliftment Programme in Joburg. The successful candidate will handle logistical details, such as travel, lodging, and transportation arrangements, ensuring smooth travel operations for the company’s employees. The ideal candidate should have a Bachelor’s Degree in Business Administration/Tourism/Travel/Hospitality or a similar field, along with 3–5 years of corporate travel management experience. Proficiency in software such as TravelIT, Galileo, Travelport, Sabre, etc., is essential.
Duties:
Travel coordination for individual travelers:
- Act as a general resource and point of contact for all travel arrangements.
- Liaise with travelers to determine destination, transportation mode, travel dates, financial considerations, and required accommodations.
- Ensure timely submission of travel booking forms by travelers.
- Provide comprehensive assistance regarding itinerary alterations and other travel arrangements.
- Maintain records of travel documentation and benefits, ensuring proper allocation.
- Advise travelers on passport and visa requirements, currency exchange rates, and vaccination needs.
- Inform individual travelers about travel arrangements and requirements.
- Address unforeseen problems and complaints.
- Ensure adherence to company policies and requirements in individual travel arrangements.
- Secure efficient and cost-effective travel arrangements.
Travel coordination of group travelers:
- Serve as a general resource for all bulk travel arrangements.
- Research and compare available travel and hotel accommodations for bulk travel.
- Facilitate quoting and booking of travel arrangements, appointments, reservations, and special requests for complex itineraries.
- Provide guidance to travelers on travel documents, insurance, travel laws, cancellation policies, and related protocols.
- Prepare and distribute travel itineraries and schedules to appropriate travelers.
- Obtain relevant approval for travel requests and expenses exceeding established limits.
- Assist with after-hour duty, including nights and weekends.
- Coordinate logistics for organizational events, such as staff retreats.
- Ensure adherence to company policies and requirements in bulk travel arrangements.
- Handle unforeseen problems and complaints.
Travel Coordination Systems and Policies:
- Investigate and implement travel management systems and tools for enhanced efficiency.
- Develop/review travel policies.
- Ensure a smooth transition from outsourced to insourced travel coordination.
- Ensure compliance with travel policies.
- Reinforce the travel policy through staff training.
Supplier Management:
- Develop a pool/database of preferred travel suppliers.
- Negotiate rates, travel deals, and contracts with travel service providers.
- Build and maintain good working relationships with travel service providers.
- Ensure cost-effective and quality traveling.
Financial Management:
- Allocate and use company resources cost-effectively.
- Work closely with the Finance Department to prepare invoices for travel expenses.
- Reconcile travel expenses and forward proof of payment to service providers.
- Handle requests for refunds, rebates, and other travel-related issues.
- Track and reconcile travel expenses.
Governance:
- Adhere to company policies and procedures.
- Maintain confidentiality regarding company information.
- Communicate applicable policies to employees and ensure compliance.
- Ensure appropriate usage of company resources and report misuses.
Requirements:
Qualifications:
- A Bachelor’s Degree in Business Administration, Tourism, Travel, Hospitality, or a similar field.
Experience/Skills:
- 3–5 years of corporate travel management experience.
- Familiarity with travel systems such as TravelIT, Galileo, Travelport, Sabre, etc.
- Strong working knowledge of the Travel industry.
- Understanding of travel policies and regulations.
- Excellent decision-making, organizational, and attention-to-detail skills.
- Strong verbal and written communication skills.
- Sense of urgency and ability to handle high travel volumes with quick turnarounds.
- Ability to set up and implement systems.
- Proficient with Microsoft Office Suite or related software.
Attributes:
- Ability to work under pressure and multitask.
- Strong interpersonal skills and the ability to build and maintain excellent working relationships.
- Initiative, curiosity, teamwork, and collaboration.
While we strive to respond to every application, if you are not contacted within 10 working days, please consider your application unsuccessful.
Desired Experience & Qualification: See Duties & Responsibilities.
Package & Remuneration: Negotiable.
