This position exists to plan, coordinate, and manage end-to-end travel logistics including flights, accommodation, and ground transportation to support the smooth delivery of organizational programmes, events, and stakeholder engagements. The role ensures efficient and cost-effective arrangements by negotiating with vendors, monitoring expenses, and adhering to established travel policies. It serves as a key support function in maintaining accurate documentation, providing timely assistance to travellers, and anticipating potential disruptions. By driving service quality, compliance, and cost optimization, the position contributes directly to organizational efficiency and the professional execution of Yayasan Hasanah's operations and commitments.
Key Roles & Responsibilities:
- Coordinate and manage domestic and international travel logistics, including flights, accommodation, ground transport, and related arrangements.
- Prepare accurate and detailed travel itineraries for staff, management, board members, and external stakeholders.
- Liaise with airlines, hotels, travel agents, and transport providers to secure bookings, negotiate rates, and ensure service quality.
- Monitor and reconcile travel expenses, ensuring alignment with approved budgets and supporting procurement/payment processes.
- Ensure compliance with organizational travel policies, visa/immigration requirements, and documentation standards.
- Act as the main point of contact for travellers, providing timely updates, support, and problem-solving in the event of changes or disruptions.
- Maintain proper records, databases, and reports on travel arrangements, vendor performance, and cost efficiency.
- Support events, meetings, and delegations by coordinating group travel and accommodation requirements.
- Develop and maintain relationships with preferred travel vendors to ensure consistent service quality and favourable terms.
- Contribute to continuous improvement by recommending enhancements to travel processes, systems, and policies.
Requirements:
- Diploma in Business Administration, Hospitality, Tourism, Logistics, or related field.
- Minimum of 2 - 3 years working experience in a General admin.
- Strong organizational and coordination skills with keen attention to detail.
- Excellent communication and negotiation abilities with vendors and service providers.
- Proficiency in Microsoft Office (Excel, Word, Outlook) for scheduling, documentation, and reporting.
- Familiarity with travel booking platforms and systems (e.g., Concur, Egencia, Booking.com, Agoda, Skyscanner; knowledge of GDS such as Amadeus/Sabre is an advantage).
- Knowledge of travel policies, visa requirements, insurance, and corporate travel procedures.
- Ability to manage budgets, reconcile expenses, and support procurement/payment processes.
- Strong problem-solving skills to handle last-minute changes, cancellations, or emergencies.
- Customer service orientation and professionalism in dealing with internal and external stakeholders.
If you are searching for a challenging and rewarding career with training opportunities, please click the Apply Button now.
We regret to inform that only shortlisted candidates will be notified.
