Travel Coordinator

Vor 3 Tagen

Genf GE, Schweiz Fédération Internationale de l'Automobile (FIA) Vollzeit

The main responsibility of a Travel Coordinator is to coordinate and execute the travel plans and arrangements for the championships they manage and for FIA corporate events (conference/general assemblies/senate meetings...). The Travel Coordinator interacts with clients, provides advice and insights about travel, and ensures smooth, end-to-end travel experiences.

They should pay close attention to travel-related details and provide travellers and partners (e.g., hotels) with accurate information and assistance, ensuring a seamless trip in accordance with the Travel Policy.

**MISSIONS AND RESPONSABILITIES**:
**Travel Operations**
- Serve as the liaison between FIA departments, travellers, and the travel agent
- Coordinate travel logistics for FIA events such as championships, General Assemblies, Conference Weeks, World Councils, and Senate meetings
- Maintain and update schedules for flights, accommodation, and transport to provide timely information to internal and external attendees
- Create and publish detailed itineraries for Championship events when required
- Propose travel options and schedules, ensuring compliance with travel policy and cost control
- Collect and process visa information for employees and delegates when needed
- Ensure the best prices for travel
- In the absence of the Head of FIA Travel Services, make policy exception decisions with the Head of Purchasing
- Respond to individual travel requests not handled online or by the travel agent

**FIA Corporate Events**
- Coordinate travel arrangements (flights, hotels, transportation) for FIA corporate events
- Manage visa processes for travellers when required
- Ensure compliance with travel policies and manage costs

**Travel Administration**
- Oversee payment flows with the Accounting Department and archive documentation
- Reconcile invoices after events
- Enter Travel Services activities into Concur, including reconciliations and expense receipts
- Create purchase orders to ensure cost visibility
- Provide Salesforce with updated contacts for Travel Services

**Sourcing**
- Negotiate and manage hotel and transportation contracts for championships, conferences, and General Assemblies.

**Travel Policy**
- Participate in updating and improving the FIA travel policy.
- Respond to travel policy-related questions.

**Additional Tasks**
- Ensure the 24/7 Emergency Service meets customer satisfaction, especially for VIPs.
- Contribute to improving travel management, enhancing traveler satisfaction, and reducing costs (via Travel Survey).
- Handle any other travel-related tasks.

**PROFILE**:

- Bachelor's degree or equivalent, with a strong interest in corporate travel, tourism, or hospitality
- 3-5 years of experience coordinating travel and events, including managing large group bookings and handling last-minute disruptions
- Fluent in English, French is a strong asset
- Proficiency in MS Office
- Familiarity with travel and expense management tools such as SBT, Concur, and/or GDS
- Customer-service oriented, proactive, and capable of improving efficiency through process implementation
- Excellent organizational skills and thorough attention to detail
- Strong communication skills, with a naturally positive attitude

Deadline to apply: October 30, 2024

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