Strategic Sourcing

3 months ago

Gurugram Haryana, India RSM US LLP Full time

We are the leading provider of professional services to the middle market globally, our purpose is to instill confidence in a world of change, empowering our clients and people to realize their full potential. Our exceptional people are the key to our unrivaled, inclusive culture and talent experience and our ability to be compelling to our clients. You’ll find an environment that inspires and empowers you to thrive both personally and professionally. There’s no one like you and that’s why there’s nowhere like RSM.

Job Summary:
Responsible for coordinating and booking travel arrangements for employees and clients of the organization. This includes booking flights, accommodation, and transportation, as assigned by the Global Travel Director & Strategic Sourcing Managers, with specific focus on execution/coordination part of complete Travel & Events taking place in India, Canada, and the United States. Coordination may include but are not limited to: Travel Agency, Transport Agencies, and Event venues (i.e. hotels, convention centers, restaurants, exhibit halls).

Responsible for day-to-day management of India employee domestic and international travel services. Duties to include (but not be limited to): assisting employees to make, update and cancel air, hotel, and ground transportation arrangements; ensuring employee travel requests are within firm policy and align with intended budgets; collaborates with other internal teams to ensure travel policy and individual travel requests are in compliance with other relevant policies and procedures (specifically Global Mobility and Finance).

Essential Duties:
**Operational **Tasks**
- Implement and contribute to activities related to Travel, Transport & Events. Organizing and updating travel and events related databases, files, and documents which are up-to-date, accurate, and readily accessible.
- Provide travel advisories and updates to travelers including quality control checks when handling Senior Management requests.
- Handle and resolve travel-related issues or emergencies promptly and efficiently.
- Track expenses, including reconciling invoices, and receipts, to ensure compliance with company policies and budgetary constraints.
- Ensure all arrangements are accurate, complete, and aligned with preferences and requirements.
- Coordinate with Transport Desk Executive for any Ground Transportation related activities.
- Coordinate and assist other functions of the firm for execution of tasks relating to Travel & Events.
- Providing excellent customer service and support to travelers.

**Business **Travel**
- Intake travel requests from employees ensuring they have appropriate pre-approvals for travel, are within travel policy, and ensuring the employee is aware of other relevant tasks to be completed prior to traveling.
- Submit travel requests to firm approved travel vendors for making reservations, negotiating costs, and ensuring reservations are made in accordance with firm policies.
- Manages reservation changes/cancellations between the employee and the travel vendor, keeping accurate logs of any credits for future usage.
- Maintains detailed records related to: travel spend, bookings, vendor feedback, and employee issues/challenges.
- Manages the day-to-day relationship with the travel vendors and escalates any issues to the Global Travel Director as required.

**Meetings and **Events**
- Researching and recommending locations based on clients' preferences and Event specifications.
- Initiate RFP’s and obtain vendor bids using firm approved technology (Cvent) as well as working directly with approved sales contacts to identify suppliers that meet quality standards.
- Pr eview offers and give suggestions on many factors including specifications of the event, budgets, vendor rating/reviews.
- Tracking of Events & Meetings Calander to efficiently plan for upcoming events.
- Co-ordination with Events planning team for any event required purchases.
- If necessary, work with contracted vendors to amend agreements as required.

Other duties as assigned

**EDUCATION/CERTIFICATIONS**
- (MUST _NOTE _REQUIRED _OR _PREFERRED) _

Required - Bachelor's degree in Hospitality, Travel, or related field or the equivalent through a combination of education or work experience.

**TECHNICAL/SOFT **SKILLS**
- (MUST _NOTE _REQUIRED _OR _PREFERRED) _

Required - knowledge of excel, word and word processing.

Required - understanding of the travel industry

Required - E xperience with travel booking software and payment systems

Required - Attention to detail and ability to multitask under pressure

Required - Flexible and ability to work outside regular business hours

**EXPERIENCE**
- (MUST _NOTE _REQUIRED _OR _PREFERRED) _

Required - 2-4 years of experience in travel coordination or related role.

Required - 2 year meeting and Events planning experience.

Required - Experience managing vendor agreements and relationships.

Preferred - Knowledge of end to end Trave

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