Travel Coordinator

Recruiter
Paymentshield
Location
Southport, UK
Salary
Competitive
Posted
05 Aug 2019
Closes
03 Sep 2019
Ref
1227648779
Contract Type
Permanent
Hours
Full Time
Part time role. 17.5 hours to be worked 5 days per week Monday - Friday.



Purpose

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.

Indicators:
  • 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

Essential:

  • 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


Desirable:

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


Please apply online - no agencies

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