Internal Travel Coordinator

The Internal Travel Coordinator is responsible for planning, booking, and managing all business travel for the founder, other employees and partners. This includes flights, accommodation, ground transport, visas, and travel documentation. The role ensures travel is cost-effective, policy-compliant, and smoothly executed, while providing a high-level service to travellers before, during, and after their trips. The coordinator also supports urgent travel needs and is available to receive calls and manage bookings outside standard office hours when required.

What will you be doing day-to-day?

Travel Planning & Bookings

• Coordinate end-to-end domestic and international travel arrangements for staff and approved guests.
• Book flights, hotels, airport transfers, rail, car hire, and other relevant logistics.
• Provide options that balance traveller preferences, budget, and company travel policy.
• Prepare detailed itineraries and share confirmations promptly with travellers.
• Handle changes, cancellations, and re-bookings efficiently, including last-minute requests.

Policy & Cost Management

• Ensure all bookings align with internal travel policy and approval workflows.
• Source best-value fares and rates using preferred suppliers and corporate accounts.
• Track travel spends and identify opportunities for savings or supplier improvements.
• Maintain accurate records of bookings, costs, and traveller details for reporting.

Traveller Support & Duty of Care

• Act as the first point of contact for travel-related queries and issues.
• Support travellers with disruptions such as delays, cancellations, missed connections, or accommodation challenges.
• Monitor high-risk destinations and coordinate with relevant teams on safety guidance.
• Maintain emergency contact and travel risk information where required.

Coordination & Administration

• Liaise with travel vendors, airlines, hotels, and internal stakeholders to resolve queries quickly.
• Assist with visas, invitation letters, travel insurance, and required documentation.
• Maintain and regularly update internal travel trackers and shared calendars.
• Provide monthly/quarterly travel reports to leadership as needed.

After-Hours Travel Support

• Receive and respond to urgent travel calls, booking requests, or itinerary changes outside of office hours on an as-needed basis.
• Ensure critical travel disruptions are resolved promptly to support employee safety and continuity of business operations.