Travel Desk Specialist

Key Responsibilities:

Travel Arrangements

• Manage domestic and international hotel bookings based on approved travel requests, employee preferences, business requirements, and company policy.

• Arrange international airfare, including itinerary research, fare comparison, ticket booking, rebooking, cancellations, refunds, and schedule-change handling.

• Evaluate available travel options for cost, schedule, routing, baggage allowance, cancellation terms, and overall suitability.

• Coordinate multi-city, multi-country, and complex itineraries for employees and business travellers.

• Validate travel dates, traveller details, passport information, preferred routes, project or cost-centre details, and approval status before confirming bookings.

• Issue accurate booking confirmations and itineraries and ensure travellers receive all required travel documentation.

• Ensure all bookings comply with the company’s travel policy, approval matrix, preferred supplier arrangements, and budget requirements.

Vendor and Financial Coordination

• Coordinate with travel management companies, airlines, hotels, and other travel vendors to resolve booking and service issues.

• Review booking confirmations, invoices, credit notes and refunds

• Track travel spends, savings, cancellations, unused tickets, and other relevant metrics.

• Provide required booking information to Finance for reconciliation, expense allocation, and reporting.

• Support vendor performance reviews and identify opportunities to improve rates, service quality, and booking efficiency.

• Maintain accurate records of travel requests, approvals, bookings, cancellations, refunds, and outstanding actions.

• Prepare periodic reports on travel volumes, spend, savings, exceptions, cancellations, and service levels.

Required Qualifications and Experience

• 2–5 years of experience in corporate travel, travel operations, travel agency operations, or a similar role.

• Hands-on experience with international airfare bookings and hotel reservations.

• Experience managing itinerary changes, cancellations, refunds, reissues, and airline schedule disruptions.

• Strong working knowledge of Microsoft Excel, email, and travel or expense-management systems.

• Experience working with a global workforce or supporting travellers across different time zones is preferred.

• Familiarity with global hotel programs, corporate rates, negotiated rates, and travel-management-company processes.