Job purpose

Coordinate the travel requests and provide professional service for employees efficiently, in a timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key accountability areas

Reservations of air tickets and hotel rooms:

• Handling domestic flight air tickets booking (business trips, transfer notes).
• Handling final exit air tickets and international flight tickets with family process.
• Handling KSA direct local hotel bookings requests.
• Handling international hotel bookings along with rail and transportation requests.
• Handling employees' and families' vacation tickets first-time air ticket reservation.
• Cost controlling of air tickets and hotel bookings and checking for the best prices.
• Locking entitlement and recording deductions.
• Processing the request as per employee entitlement eligibility.
• Act as coordinator between employee and travel agencies.

Embassy assistance:

• Responsible for preparing the checklist of each embassy.
• Responsible for embassy letters for business visa and tourist purposes.
• Coordinating with travel agency embassy website for visa assistance.

Daily reminder SMS:

• Screening the daily flight operations.
• Preparing the list of daily employees travelling.
• Sending SMS as a reminder to employees a day prior to his/her departure.

Invoices:

• Review and cross-check the suppliers' hotel invoices.
• Coordinating with hotels and concerned divisions to process the payments.
• Processing all hotel invoices including regular standard rooms, events, and conferences.
• Responsible for all the air ticket invoices.

Employee clearance:

• Review confirmation of employee travel deductions.
• Ensure travel air ticket fare difference deductions.

Invoices of business trips and vacations:

• Review and cross-check the suppliers' invoices.
• Updating the required information for travel invoices.
• Preparing deductions and settlement refunds.
• Reports submission to payroll department.

Refunds:

• Tracking refunds and follow-up with travel agency.
• Responsible for business trips and vacations refund claims.
• Responsible for unutilized air tickets.

Fare list:

• Posting fare list in SAP.
• Publishing flight fare list monthly and quarterly on the company portal.

Role accountability

HR proficiency:

• Ability to obtain updated soft and technical skills related to the job.

Delivery:

• Perform the planned activities to meet the operational and development targets as per delivery schedules.
• Utilize resources effectively to achieve objectives within efficient cost and time.
• Provide a periodic report detailing the deviation and execution of planned tasks.

Problem-solving:

• Solve any related problems that arise and escalate any complex operational issues.

Quality:

• Ensure quality requirements to develop effective quality control and processes including specifications for products, processes, or related activities.

Business process improvements:

• Coordinate well-defined written systems, policies, procedures, and seek automation opportunities as much as possible.

Compliance:

• Comply with related policies, procedures, and work instructions.

Health, safety, and environment:

• Ensure compliance of relevant safety, quality, and environmental management procedures and controls within defined area of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic qualification

Bachelor degree in business administration or any relevant field.

Work experience

2 to 4 years.

Technical / functional competencies

• Data archiving
• Financial reporting
• Market research
• Supplier/vendor negotiations
• Travel arrangements
• Travel management (TV)