Travel Coordinator

Job Summary:

The Travel Coordinator will be based in Dubai and play an important role in facilitating travel arrangements for expatriates working at the MML site in Sierra Leone as well as for Dubai-based staff. The role involves coordinating various rotation patterns (e.g. 9/3 6/2 26/4 etc.) and ensuring seamless travel logistics. Strong communication coordination and Excel skills are essential for success in this role as the individual will manage in/out dates annual leave travel and business trip bookings while ensuring compliance with rotation schedules and company travel policies.

Responsibilities:

Travel Coordination:

Arrange and coordinate flights bookings for expatriates working at the MML site in Sierra Leone and for Dubai-based staffs.

Manage travel itineraries based on different rotation patterns ensuring adherence to established schedules.

Rotation Schedule Management:

Monitor and track expatriates in/out dates to ensure compliance with rotation schedules on a daily basis.

Work closely with HODs and HR to update rotation patterns as needed and communicate to relevant parties.

Communication:

Serve as the primary point of contact for expatriates and Dubai-based staff regarding travel arrangements and rotation schedules.

Seeking approvals for the 1IC & 2IC travel bookings.

Communicate proactively with internal team travel agencies and expatriates to address any issues or changes in travel plans.

Documentation and Reporting:

Maintain accurate records of expatriates travel details and rotation schedules.

Generate reports and summaries as required providing insights into travel patterns and potential areas for improvement.

Compiling booking transaction reports and to arrange for payments.

Collaboration:

Collaborate with HR project managers and other relevant teams to ensure alignment between travel plans and project timelines.

Participate in regular meetings to discuss upcoming rotations address challenges and implement process improvements.

Dubai Staff Travel & Leave Coordination:

Coordinate and manage annual leave flight bookings for Dubai-based staff.

Arrange and support business travel bookings for Dubai staff including flights hotel bookings and related logistics.

Ensure all bookings comply with company travel policies and approved budgets.

Educational Qualification and Experience:

• Bachelors degree in business administration or a related field.
• 2-5 years of experience in a similar filed.
• Proven experience in travel coordination preferably in an international and rotational work environment.
• Familiarity with the Middle East and African travel regulations and procedures is advantageous.
• Excellent verbal and written communication skills to effectively interact with expatriates internal teams and external service providers.
• Ability to adapt to changing schedules and priorities ensuring smooth coordination in a dynamic work environment.
• Proficiency in Microsoft Excel for tracking analyzing and reporting travel and rotation data.
• Detail-oriented with the ability to organize and manage multiple tasks simultaneously.