Travel Coordinator

Southport, UK
05 Aug 2019
03 Sep 2019
Contract Type
Full Time
Part time role. 17.5 hours to be worked 5 days per week Monday - Friday.


Manage all travel requests for Paymentshield to include travel for the Leadership Team.

Ensuring that:
  • Travel requests are actioned in an efficient manner within Ardonagh Group guidelines
  • Processes are continuously monitored for opportunities to improve
  • Current spend is continuously monitored to meet travel and accommodation budget
  • Travel requests are continuously monitored for the most cost-effective route without compromise to end customer
  • Corporate travel spreadsheets are maintained and accurate information shared with the Finance team
  • Relationships are maintained with Redfern (Travel Booking system for Air & Rail travel) and the Corporate Taxi Account
  • Expense claims are accurately prepared for Leadership Team (adhering to travel allowances) prior to CEO approval
  • Cost effective group travel/accommodation bookings are managed for internal/external events where required
  • Internal and external resource/meeting room booking requests for the business are managed where required
  • Relationships are built and maintained with travel suppliers to deliver cost effective rates for the business

Job Description

  • Responsibility for the Exec Support shared mailbox to prioritise and manage travel requests for the business
  • Devise and maintain office systems to deal efficiently with email flow; organisation and storage of paperwork, documents and computerised information relating to travel co-ordination for the business, in line with GDPR data requirements
  • File accurate travel records, correspondence and other related documentation sharing monthly data with the Finance team for analysis
  • Purchase order creation via the Dynamics procurement system for Taxi travel approved by the CEO Office
  • Accurate reconciliation of invoices where relevant to ensure incorrect invoices are challenged and resubmitted
  • Prepare monthly expense claims for the Leadership team to be reviewed by each and submitted to the CEO Office for approval in line with Group expense policy
  • Manage all travel and accommodation suppliers and relevant PSL/Ardonagh Group contracts
  • Complete accurate data entry of travel reminders, room bookings and relevant information
  • Liaise with ExecSupport on travel for The Leadership Team, consolidating travel where possible e.g. requesting that taxis are shared from Stations/Hotels/The Office
  • Liaise with the PA/ExecSupport team on group travel for events where required
  • Adheres to Gifts & Hospitality guidelines to ensure all received and recorded via the Decision Focus Next system

Key Performance Indicators

Travel Co-ordination

Focus: Prioritise and manage all travel requests for the Paymentshield business to include travel for the Leadership Team and for Group colleagues as requested.

  • All travel and accommodation requests picked up and resolved same day or response sent to requestor same day on ETA / alternative proposal for travel
  • All travel and accommodation requests are confirmed using the most cost-effective options; travel options are provided and rationale/challenge to traveller demonstrated
  • Proactive planning of travel/accommodation is demonstrated to ensure efficiency and cost-effective solution
  • All travel to comply with Ardonagh Group policy and spend confirmed by appropriate approvers where relevant
  • Challenge made to requestor where specific hotel is above budget guidelines and alternative accommodation available
  • Challenge made to requestor where anytime rail tickets are requested and alternative named ticket offers lower price
  • Challenge made to requestor if specified airline is requested and more cost effective alternative available
  • Taxi travel managed to ensure sharing of taxis is maximising opportunity to drive cost efficiency
  • Strong working relationships with PA/ExecSupport Team, Leadership Team, Sales Team and Insurer Relations Team
  • Gifts and Hospitality policy adhered to

Person Specification


  • Ability to generate recommendations which improve business processes;
  • Innovative approach to solving problems
  • Professional demeanour and a high level of integrity, proactive and efficient approach
  • Well-developed interpersonal and organisational skills with the ability to work alone as well as part of a team
  • Ability to produce work to a high standard and strong time management skills; an ability to work within tight timeframes
  • Ability to deal with external parties promoting a professional demeanor
  • Ability to carry out several tasks at the same time; a calm and professional manner
  • Planning and prioritisation skills; demonstrating strong attention to detail
  • Excellent influencing and negotiating skills
  • Good verbal and numerical reasoning skills; excellent communication skills, both written and verbal
  • PC skills, as a minimum intermediate level of MS Office (Word, Outlook and Excel)
  • Sound administration skills and an ability to keep accurate records of employee travel
  • Effective communication with people at all levels


  • Experience of Microsoft Dynamics for Procurement and Expense Management
  • Previous Travel Management Experience

Please apply online - no agencies

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