Travel and Logistics Coordinator

THE OPPORTUNITY

The Travel and Logistics Coordinator is responsible for managing end-to-end travel arrangements for employees, clients, business partners, and business associates. The role ensures smooth, efficient, and cost-effective travel by handling bookings, transportation, documentation, accommodations, and itinerary coordination. This position also oversees the company's condo unit, which serves as a staff house and accommodation for expats and guests.

DUTIES AND RESPONSIBILITIES

Travel Management

1. · Arrange and book domestic and international flights, hotel accommodations, and ground transportation.
2. · Prepare detailed itineraries, including schedules, confirmations, and travel briefs.
3. · Ensure all necessary travel documents are complete (IDs, visas, permits, insurance, company certifications, etc.).
4. · Monitor travel schedules and adjust bookings in case of delays, cancellations, or changes.
5. · Maintain a database of preferred airlines, hotels, and transport vendors for efficiency and cost savings.
6. · Coordinate with travel agencies, transport service providers, and hotel partners to secure best rates and ensure quality service.
7. · Track travel expenses and ensure compliance with company policies.

Logistics Support

1. · Assist arriving clients, partners, and expats by arranging airport pickups, drop-offs, and local transportation.
2. · Handle urgent travel arrangements or last-minute schedule changes.

Documentation & Compliance

1. · Process and maintain travel-related documents such as travel requests, approvals, insurance, visa requirements, and government forms.
2. · Ensure compliance with company travel policies and industry standards.
3. · Keep records of travel history and travel-related expenditures.
4. Staff House Management
5. · Oversee the operations, cleanliness, and maintenance of the company's condo unit.
6. · Manage check-in and check-out processes for employees, expats, and guests.
7. · Coordinate repairs, housekeeping, and upkeep to maintain a high-quality living environment.
8. · When available for external booking, manage listings, inquiries, reservations, guest communication, and reviews.
9. · Track occupancy, expenses, and revenue when used as an Airbnb rental.

Administrative & Reporting

1. · Maintain a master calendar of all company-related travel.
2. · Generate travel expense reports, booking summaries, and monthly travel utilization statistics.
3. · Update and improve travel processes to increase efficiency and reduce costs.
4. · File contracts, vouchers, travel receipts, and booking records.
5. · Undertake any other tasks deemed relevant by senior management.

JOB COMPETENCIES/SPECIFICATIONS

1. · Bachelor's Degree in Hospitality, Tourism, Business Administration, Communications, or any related field.
2. · At least 1–2 years of experience in travel coordination, executive assistance, hospitality, or airline/travel agency operations.
3. · Experience managing short-term rental properties is a strong advantage.
4. · Experience dealing with executives and expatriates is highly desirable.
5. · Familiarity with booking tools, travel portals, and online platforms (Airbnb, Agoda, , airline portals).
6. · Excellent organizational and multitasking skills.
7. · Strong attention to detail and accuracy.
8. · Excellent English communication skills (written and verbal).
9. · Good customer service orientation.
10. · Ability to handle urgent requests and work under pressure.
11. · Time management skills and ability to prioritize.
12. · Proactive problem-solving, especially in unforeseen travel issues.
13. · Professionalism when dealing with clients, executives, and partners.
14. · Willingness to work flexible hours depending on guest arrivals or travel emergencies.
15. · Ability to coordinate with multiple departments and external vendors.
16. · Trustworthy in handling documents, payments, and sensitive travel information.