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The Duties of a Travel Coordinator
A travel coordinator is an administrative professional who is engaged by an organization to organize all of the business travel arrangements for the company’s employees. While a college degree is not required to obtain this position, most employers typically require candidates to possess a high school diploma or its equivalent. Additionally, they must be excellent communicators both orally and in writing, as they will have to interact with individuals at all levels. According to Salary.com, in 2010 travel coordinators earned about $43,851 per year.
Depending on the nature of a company’s businesses, various employees may be required to travel on a consistent basis. When this occurs, a travel coordinator liaises with each employee or his administrative assistant to ascertain all requirements needed for travel. This includes travels dates, departure and arrival time requirements as well as any special requests, such as preference for window seats or vegetarian meals.
The travel coordinator will then contact the preferred airline, either via telephone or email. She arranges the employee's flight plan, relaying all of the employee's information, including name, contact information and, when required, passport information.
When a business requires an employee to travel from more than one day, lodging is required and paid for by the organization. The travel coordinator contacts the preferred hotel or lodging vendor. He reserves the appropriate number of rooms for the appropriate number of days. Additionally, he requests any requirements or special demands, such as a room on a non-smoking floor at this time. Once the room has been reserved, the travel coordinator relays all accommodation information to the employee or his administrative assistant. Additionally, he organizes ground transportation such as a rental car, shuttle bus or a car service for the traveling employee.
Issues regarding how purchases are billed vary by organization. When a company is very large, each department may have its own cost center or budget from when expenses are paid. A travel coordinator must record and monitor all travel expenses and bill them to the appropriate department. This may be accomplished in a variety of ways. Some companies use purchasing software such as Arriba. Others use company credit cards assigned to each department. Others simply may make purchases from a single account and reconcile all expenses at the end of the month, crediting or invoicing each department.
KJ Henderson has more than a decade of HR and talent acquisition experience. He has held roles at a Fortune 100 investment bank, a media conglomerate and at one of NYC's largest executive staffing firms. He currently heads recruitment sourcing at a major movie studio. He read literature at Oxford.