Travel Services Manager

Job Title: Travel Services Manager, RI Infotech

Area: Operations & Administration

Reports to: Pune Office Manager and RI Manager, Travel Services

Rotary International Overview

Rotary is 1.2 million inspired business and professional leaders, in 35,000 Rotary clubs and more than 200 geographical areas united daily across cultures and occupations addressing illiteracy, disease, hunger, poverty, and lack of clean water. The fervent idea exchange celebrates diverse perspectives and facilitates positive change. Passion and engagement abound at Rotary International. In exchange for hard work and dedication, our employees are rewarded with competitive salaries, flexible schedules, comprehensive benefits, and job enrichment. Come join us. Visit to learn more.

Rotary International Infotech Pvt. Ltd. Overview

Responsibilities
Rotary International Infotech Pvt. Ltd, Pune (RI Infotech) is the offshore technology development center (ODC) of Rotary International and is responsible for supporting the IT & ITES needs of Rotary International headquarters, located in Chicago, IL, USA. We use trending technologies which include Oracle, SQL Server, MS .Net, ReactJS, Redux, JavaScript, GraphQL, NodeJS, SharePoint, PeopleSoft, Business Objects and Drupal. We follow Agile methodology for developing solutions and invest time in automation. We are dedicated to innovation and quality in providing cost effective solutions to our customers in these service areas. RI Infotech embodies the beliefs, thoughts and practices of Rotary International. Our core values of trust, empowerment and teamwork is a reflection of the same. At RI Infotech, we believe in:

• Challenging ourselves to take initiative and be a part of the solution
• Encouraging our employees to demonstrate accountability and a proactive attitude
• Being professional in our interaction with customers
• Respecting, recognizing and appreciating individual performance while working in a team

Rotary's Commitment to Diversity

As a global network that strives to build a world where people unite and take action to create lasting change, Rotary values diversity and celebrates the contributions of people of all backgrounds, regardless of their age, ethnicity, race, color, abilities, religion, socioeconomic status, culture, sex, sexual orientation, and gender identity.

General Overview

The Manager, Travel Services, acts as the primary contact between the global travel services team, the travel management companies (TMCs), Rotary volunteers, travel manager, finance department and Rotary staff, ensuring exceptional customer service to Rotary travelers while facilitating cost effective control.

You Will Have

• Five to seven years related travel experience; a university degree or equivalent
• Travel industry knowledge - airline or corporate travel management supervisory experience with concentration in international travel
• Expert knowledge of international ticketing, GDS platforms (Sabre, Amadeus), global geography
• Advanced written and oral communication expertise with ability to adapt communication style to meet the needs of diverse, multi-cultural travelers
• Supervisory, conflict management and customer service skills
• Computer proficiency, particularly with Microsoft Office, Oracle, Concur and SharePoint
• Strong coaching, interpersonal communication, and relationship skills
• Proficiency in English, additional foreign language a plus

You Are Good At

• Problem solving, independent decision-making and strong analytical capacity
• Working independently with limited supervision as well as in a team environment
• Balancing multiple tasks and prioritizing appropriately, while adapting to spontaneous, urgent issues
• Providing outstanding customer service in a demanding environment
• Communicating clearly and professionally
• Flexibility to move to a different task when required
• Managing expectations in a professional manner

You Are Open To

• Working with a diverse, global team
• Acquiring and applying new skills
• Working with multidisciplinary teams
• GTP certification
• Travel

You Will Be Responsible For

• Supervising the day-to-day operation of the affiliate TMC agents in India, Japan, Korea, Philippines, New Zealand (includes Australia)
• Providing guidance and workflow management for the daily operation of the organization's travel department in scheduling and obtaining domestic and international travel and hotel accommodations, rental cars, and other related services for Rotary-funded staff and volunteers traveling on organization business.
• Providing travel agents with leadership and technical support to achieve departmental objectives and ensure the effective delivery of the desired end-to-end customer experience.
• Guiding travel agents to provide advice and counsel to volunteers and employees on travel bookings, medical, visa, and other requirements for international travel.
• Ensuring travel accommodations are obtained at the best possible cost consistent with Rotary travel policies
• Securing data and documenting files for periodic audit.
• Collaborating with Rotary business units in advance of meetings to strategize planning, resolve problems, manage exceptions, and respond to varied departmental and external requests.
• Providing consultation and industry knowledge to help ensure appropriate corporate responsibility for travelers is effectively maintained, including personal traveler safety, traveler tracking, event security and global situational awareness as related to Rotary travelers.
• Designing, producing, and distributing various information tracking and management reports as required.
• Developing and creating periodic reports regarding travel costs and departmental performance for both management and transparency purposes.
• Overseeing the travel expense payment and reconciliation processes, in collaboration with relevant finance and operations teams, ensuring timely payment and accurate accounting of expenses, including payment platform vendors, travel agencies, data aggregators, etc.
• Supporting the coordination and integration of various internal and external data sources, databases and information networks between travel service providers and processing of related expense data into RI accounts receivable, accounts payable, corporate reporting, and/or general ledger systems, including review and approval of volunteer and staff expense reports.
• Collecting financial data from all TMCs to provide quarterly and annual reporting on travel spend.
• Providing data/information to other business units to assist in the development and monitoring of their travel-related budgets.
• Developing travel training programs with the travel services team for staff and RI officers, volunteers, travel counselors and/or program participants.

Leadership Attributes

• Social Intelligence - Open to receiving ideas from diverse viewpoints and able to effectively communicate messages so that they are universally understood.
• Accountability – Make informed decisions with a clear sense of ownership, taking personal responsibility for actions
• Decision Making – Know when to make a decision alone, consult with team members or let others decide
• Change Management – New and innovative ways to do things, process improvement
• Collaboration - Build partnerships and work with others to meet shared objectives.
• Conflict Management – Combine opposing views to arrive at acceptable outcomes
• Adaptability – Respond to changes willingly and recognize when to adjust based on the situation
• Global Perspective – Anticipate trends in the global humanitarian sector to focus Rotary's efforts appropriately
• Emotional Intelligence – Respect, empathy, and social awareness
• Inclusiveness – commitment to diversity, equity, culture; holding others accountable with an open mindset