Travel officer

Job Description

• An exciting opportunity is available for an experienced Travel Officer to manage and coordinate all business travel arrangements within a professional corporate environment.
• The successful candidate will be responsible for coordinating domestic and international travel, managing bookings and reservations, monitoring travel expenditure, processing invoices and reconciliations, supporting travellers and suppliers, and ensuring compliance with applicable travel policies and financial regulations.
• The role will suit a highly organised and detail-oriented travel professional with strong corporate travel coordination experience and an understanding of travel budgets, reporting and expense management.

Key Responsibilities

• Coordinate and manage all business travel arrangements.
• Arrange domestic and international flights, accommodation, car hire and related travel services.
• Manage travel bookings in accordance with company travel policies and applicable regulations.
• Coordinate travel arrangements for employees, management, executives, guests and other business travellers.
• Ensure travel itineraries are prepared and issued accurately and timeously.
• Monitor travel expenditure against approved budgets.
• Prepare and maintain travel budgets and expenditure records.
• Review travel invoices against bookings and ensure discrepancies are resolved.
• Process travel invoices accurately and within required deadlines.
• Manage travel credit card transactions and ensure accurate reconciliation.
• Safeguard and reconcile travel petty cash where applicable.
• Maintain accurate records of travel undertaken and associated costs.
• Manage relationships with travel management companies and other travel service providers.
• Respond to travel-related queries and resolve customer service issues efficiently.
• Provide support to travellers before and during their business trips.
• Prepare travel analytics, reports and expenditure summaries.
• Monitor travel spend and identify potential cost-saving opportunities.
• Review travel processes and identify opportunities to improve efficiency.
• Assist with developing and implementing travel and business expense procedures.
• Continuously improve travel workflows and processes.
• Ensure all travel arrangements comply with relevant policies and financial requirements.
• Liaise with Finance and other internal departments regarding travel expenditure and reconciliations.
• Assist with audits and provide relevant travel documentation when required.
• Perform other duties as required.

Minimum Requirements

• A 3-year Diploma or Degree in Travel, Tourism or an equivalent relevant qualification.
• Minimum 2 years' experience in corporate travel coordination.
• Strong experience in domestic and international travel reservations.
• Knowledge of faring, routing and ticketing procedures.
• Experience coordinating corporate/business travel arrangements.
• Good working knowledge of MS Office applications, particularly Excel.
• Experience with travel industry booking systems / GDS platforms.
• Knowledge of travel budgeting and expense management.

Regulatory & Financial Knowledge

• Knowledge of the Public Finance Management Act PFMA in relation to travel and related matters would be advantageous.
• Understanding of public-sector or corporate financial regulations.
• Experience with travel budgets, invoice processing and reconciliations.
• Knowledge of Treasury-related travel requirements would be advantageous.

Systems

Experience with the following would be advantageous

• Microsoft Dynamics 365
• Workday Adaptive
• GDS / Travel Booking Systems
• Microsoft Office
• Excel
• Equivalent travel and budgeting platforms