Travel Administrator

The position was created to support the People Operations & Culture Division. The Travel Administrator will be responsible for arranging, managing, and coordinating all aspects of business travel to meet the specific needs of employees and client personnel within the organization. The role may also require being “on-call” outside of regular business hours to address urgent needs or issues as they arise. In addition, the Travel Administrator may be asked to assist with the day-to-day administrative operations of the team. Working under limited supervision, the candidate will be expected to carry out a variety of complex travel and administrative responsibilities.

Responsibilities

• Researches and books flights, ground transportation, hotel accommodations, and other necessary travel arrangements.
• Ensures travelers receive detailed destination information and guidance.
• Liaises with external partners such as travel agencies, port agents, and clients to ensure smooth travel logistics and alignment with business needs.
• Makes bookings directly or through approved company suppliers and travel agents, ensuring compliance with internal travel policies and negotiated rates.
• Maintains up-to-date knowledge of flight regulations, international travel restrictions.
• Manages visa applications for various destinations, including document collection, application submission, follow-up with embassies or consulates, and timely delivery of approved visas.
• Ensures travelers possess all required documentation, such as passports, invitation letters, vaccination records, and entry permits.
• Establishes and maintains organized travel files and databases for quick reference and audit readiness.
• Utilizes the company’s ERP system (SAP) for purchasing travel-related services and tracking associated costs.
• Prepares detailed comparisons of travel options based on cost, convenience, and potential risks, supporting decision-making for travel planning.
• Generates travel reports and analytics as requested for internal tracking, budgeting, and process improvement.
• Provides accurate employee travel data report to support payroll processing for business trips, ensuring compliance with compensation policies.
• Advance training in Travel Administration or similar field of expertise, such as one would receive at a university, technical trade schools etc., or even by multiple years of on-the-job training.
• Other educational background related to travel services is under consideration as well.
• 3-5 years of related experience in business travel position.
• Experience of working with AMADEUS travel software.
• Experience of working with SAP is to be considered as extra skills.
• Clear and effective oral and written communication skills in English language.
• Proficient knowledge of Microsoft Office required (Word, Excel, Outlook).
• Additional working knowledge of foreign languages, (e.g., Italian, German, French, etc.) are to be considered as extra skills.
• Company Bus from central spots
• Private Health Insurance
• Fast-paced environment
• Specialization in a niche market
• Competitive compensation
• Continuous development opportunities

This job description is intended to convey information essential to understand the scope of the job and the general nature and level of work performed by job holders within this job. However, this job description is not intended to be an exhaustive list of qualifications, skills, efforts, duties and responsibilities or working conditions associated with the position. All the above are illustrative duties and the post holder will be expected to become involved in a range of work to enable the team to respond effectively to the requirements of the Company.

We are an equal opportunities employer. We are determined that no job applicant or employee receives less favorable treatment on the grounds of sex, pregnancy or maternity, gender re-assignment, sexual orientation, religion or belief, marriage or civil partnership, age, race, or disability. All information will remain confidential to the Company and will be handled in accordance with the requirements of the Personal Data Protection legislation.