Apply to work as a Travel Administrator at the Education, Training and Development Practices Sector Education and Training Authority (ETDP SETA)
Apply By: 05 July 2024
Task Description
Job Purpose: The Travel Administrator is responsible for arranging, managing and coordinating all aspects of business travel to meet the specific needs of employees, governance structures and ETDP SETA clients within the organization. Moreover, the Travel Administrator may be requested to assist with administering the day-to-day operations of the Supply Chain Management functions and duties. The successful applicant will be based in the ETDP SETA Head Office in Johannesburg and report to the Supply Chain Management Manager.
Duties and Responsibilities
- Coordinate and book travel arrangements for employees and governance officials, including flights, accommodations, transportation, and other necessary arrangements and provide travelers with directions and destination information.
- Provide conducive conference venue bookings and accommodations for HR relocation per the organisation’s policy and procedure.
- Research and compare prices, availability, and quality of travel options such as flights, hotels, and car rentals to secure the best rates and accommodations.
- Book directly or indirectly using the Central Supplier Data Base and Agents.
- Negotiate with travel agencies to obtain the most favourable terms and conditions for corporate travel bookings.
- Advise employees on travel policies, visa requirements, and any necessary documentation needed for their travel.
- Prepare and distribute travel itineraries, including all relevant details such as flight information, hotel reservations, car rentals, and meeting schedules.
- Ensure all travel arrangements are accurate, complete, and aligned with the traveler’s preferences and requirements.
- Manage and track travel expenses, including reconciling invoices, receipts, and credit card statements to ensure compliance with company policies and budgetary constraints.
- Assist employees in resolving travel-related issues or emergencies, such as flight cancellations, missed connections, and lost luggage.
- Stay up-to-date with industry trends, travel regulations, and emerging technologies to continuously enhance the travel management process.
- Maintain and update a database of employee travel profiles, including preferences, frequent flyer accounts, passport details, and other relevant information.
- Provide monthly and quarterly reports as requested and assist with administrative duties within the SCM Unit.
- Records keeping and maintaining an adequate filling system.
- Perform other duties as delegated by the SCM Manager.
Qualifications
Minimum Requirements
- Senior Certificate with a National Diploma (NQF Level 7) in Tourism and Hospitality Management or any relevant qualification in this field.
- At least three (3) years of proven work experience in recreation or business travel duties or in a similar role in corporate travel management.
- Extensive knowledge of travel booking systems, online travel portals and travel management tools.
- Proficient in using Microsoft Office Suite.
- Familiarity with budgeting and expense management processes.
- Excellent organizational and time management skills.
- Strong customer service orientation.
- Strong organizational and multitasking skills, with the ability to prioritize tasks and meet deadlines in a fast-paced environment.
- Excellent attention to detail, ensuring accuracy in all travel arrangements and documentation.
- Good communication skills (both written and verbal) and interpersonal skills to effectively interact with employees, vendors, and travel agencies.
- Proficient in using travel booking systems and online travel portals to research, compare, and book travel options.
- Knowledge of travel policies, visa regulations, and international travel requirements.
- Strong negotiation skills to secure favourable rates and terms with vendors and travel agencies.
- Ability to handle and resolve travel-related issues or emergencies promptly and efficiently.
- Proficient in using travel management software and tools to manage and track travel expenses.
- Familiarity with various travel technologies and emerging trends in the travel industry.
- Ability to maintain confidentiality and handle sensitive information related to employee travel.
- Flexibility to adapt to changing travel arrangements and schedules.
- Ability to work independently with minimal supervision.