Specialist, Travel Service
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)