Travel Coordinator

Travel Coordinator (Geneva, Switzerland)

The main responsibility of a Travel Coordinator is to coordinate and execute the travel plans and arrangements for the championships they manage and for FIA corporate events (conference/general assemblies/senate meetings...). The Travel Coordinator interacts with clients, provides advice and insights about travel, and ensures smooth, end-to-end travel experiences.

They should pay close attention to travel-related details and provide travellers and partners (e.g., hotels) with accurate information and assistance, ensuring a seamless trip in accordance with the Travel Policy.

MISSIONS AND RESPONSABILITIES:

Travel Operations

• Serve as the liaison between FIA departments, travellers, and the travel agent
• Coordinate travel logistics for FIA events such as championships, General Assemblies, Conference Weeks, World Councils, and Senate meetings
• Maintain and update schedules for flights, accommodation, and transport to provide timely information to internal and external attendees
• Create and publish detailed itineraries for Championship events when required
• Propose travel options and schedules, ensuring compliance with travel policy and cost control
• Collect and process visa information for employees and delegates when needed
• Ensure the best prices for travel
• In the absence of the Head of FIA Travel Services, make policy exception decisions with the Head of Purchasing
• Respond to individual travel requests not handled online or by the travel agent

FIA Corporate Events

• Coordinate travel arrangements (flights, hotels, transportation) for FIA corporate events
• Manage visa processes for travellers when required
• Ensure compliance with travel policies and manage costs

Travel Administration

• Oversee payment flows with the Accounting Department and archive documentation
• Reconcile invoices after events
• Enter Travel Services activities into Concur, including reconciliations and expense receipts
• Create purchase orders to ensure cost visibility
• Provide Salesforce with updated contacts for Travel Services

Sourcing

• Negotiate and manage hotel and transportation contracts for championships, conferences, and General Assemblies.

Travel Policy

• Participate in updating and improving the FIA travel policy.
• Respond to travel policy-related questions.

Additional Tasks

• Ensure the 24/7 Emergency Service meets customer satisfaction, especially for VIPs.
• Contribute to improving travel management, enhancing traveler satisfaction, and reducing costs (via Travel Survey).
• Handle any other travel-related tasks.

PROFILE:

• Bachelor’s degree or equivalent, with a strong interest in corporate travel, tourism, or hospitality
• 3-5 years of experience coordinating travel and events, including managing large group bookings and handling last-minute disruptions
• Fluent in English, French is a strong asset
• Proficiency in MS Office
• Familiarity with travel and expense management tools such as SBT, Concur, and/or GDS
• Customer-service oriented, proactive, and capable of improving efficiency through process implementation
• Excellent organizational skills and thorough attention to detail
• Strong communication skills, with a naturally positive attitude

Deadline to apply: October 30, 2024

FIA is committed to diversity and inclusion within its workforce, and encourages all candidates, irrespective of gender, nationality, religion or ethnicity, including persons living with disabilities, to apply to become a part of the organisation. Female candidates are particularly encouraged to apply.