Travel Desk Executive
1 month ago
Job Description: Travel Desk Coordinator – Hospital Sector
Job Overview: We are currently seeking a dedicated Travel Desk Coordinator for our hospital. The ideal candidate will manage all travel-related services for hospital staff, visiting consultants, and guests. This involves arranging accommodations, transportation, and coordinating travel itineraries to ensure smooth and efficient travel plans that align with the hospital's operations and schedules. This role requires excellent organizational skills, attention to detail, and the ability to manage multiple tasks simultaneously in a fast-paced environment.
Responsibilities:
Coordinate all domestic and international travel arrangements for hospital staff, including doctors, nurses, administrative personnel, and visiting consultants.
Manage bookings for air travel, train, taxi, and other ground transportation needs, ensuring the most cost-effective and convenient arrangements.
Negotiate contracts with travel service providers, including hotels, car rental companies, and airlines to secure the best rates and services.
Maintain updated records of all travel itineraries, reservations, confirmations, and expenses.
Assist in obtaining necessary travel documents such as visas, permits, and insurance for staff.
Provide timely and accurate information to travelers regarding their itineraries, transportation options, and accommodations.
Handle changes or cancellations in travel plans and work closely with providers to minimize fees and disruptions.
Address and resolve any travel-related problems or concerns that may arise, providing support and guidance to travelers.
Prepare and manage the travel budget, ensuring compliance with hospital financial policies and cost-control measures.
Keep abreast of travel advisories, health and safety warnings, and other pertinent information that may affect travel plans.
Liaise with other departments, such as human resources and finance, to ensure travel needs are met and appropriately accounted for.
Develop and maintain relationships with travel agencies, vendors, and other external partners.
Provide reports and analysis on travel data for management review, aiming to optimize travel arrangements and reduce costs.
Qualifications:
Bachelor’s degree in Tourism, Hospitality, Business Administration, or a related field.
Proven experience as a travel coordinator or similar role, preferably in a hospital or healthcare setting.
Excellent organizational skills and attention to detail.
Strong negotiation and relationship management skills.
Proficient in travel planning and reservation software.
Ability to handle stressful situations and make decisions quickly.
Exceptional communication and interpersonal skills.
Familiarity with financial and budgeting processes.
Working Conditions:
Office-based with standard working hours, but may require flexibility for urgent travel needs and emergencies.
May involve occasional travel for site visits and meetings with travel providers.
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