ROLE PURPOSE

The Team Coordinator is responsible for managing and executing ticketing, hotel bookings, and other essential travel arrangements for the team. This role involves coordinating and handling reservations, tracking booking details, and ensuring smooth and efficient travel planning. High attention to detail and strong organizational skills are required to manage schedules effectively. The Admin Coordinator will also support the department with administrative tasks as needed.

ACCOUNTABILITIES AND RESPONSIBILITIES

1.Arrange Flight and Ticket Bookings

• Manage and book flights for team members as per schedule and budget requirements. In order to ensure proper planning for shift scheduling to avoid any business interruptions.

2.Coordinate Hotel Reservations

• Book hotel accommodations for all staff who required such booing either in Oman or any other locations to ensure efficiency and speed processing.

3.Negotiate with Vendors

• Communicate with airlines, hotels, and travel agents to secure the best rates and services in order to minimize the high cost of these bookings.

4.Maintain Travel Records

• Keep detailed logs of travel bookings, expenses, and approvals for reporting and tracking purposes.
• Helps in setting up and maintains filing and records management system for the Department.
• Screens, sorts and register a wide variety of incoming documents such as letters, memos, fax, reports etc.

5.Assist with Conference and Event Bookings

• Book meeting rooms, event spaces, and conference venues as required.

6.Monitor Travel Budgets

• Track expenses and help the team stay within allocated travel budgets.

7.Provide Travel Support for Staff

• Handle any specific requests or additional arrangements for team members.

8.Organize Ground Transportation

• Arrange rental cars, shuttles, or other ground transport to ensure seamless travel.

9.Prepare Reimbursement Requests

• Support team members with documentation required for travel-related reimbursements.

10.Coordinate with Other Departments

• Liaise with finance, HR, and other departments to streamline travel and booking processes.
• Performs various support tasks that may be highly confidential and sensitive.
• Transmits directives, instructions and assignments and follows up on status of assignments.

11.Update Travel Policies

• Stay informed about company travel policies and communicate any updates or changes to the team.

12.Provide Emergency Assistance

• Be on-call during travel times to assist with any urgent issues or changes in real time.

13.Process Travel and Booking Invoices in SAP

• Review and process all invoices related to travel and hotel bookings in the SAP system, ensuring accuracy and timely payment.

14.Policies & Procedures

• Contribute to the development and manage the communication and implementation of the section’s policies and procedures to ensure that all relevant procedural and legislative requirements are clearly communicated and duly fulfilled.

15.Health, Safety & Quality

• Contribute to the management of sectional compliance to all relevant health, quality and safety requirements, in order to guarantee employee safety and legislative compliance.

16.Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement of systems, processes and practices taking into account ‘leading best practices’, improvement of business processes, cost reduction and productivity improvement.

COMMUNICATION CHANNELS

Internal

• All departments
• Management
• Finance
• HR Team Lead

External

• Travel Agencies
• Hotels
• Embassies
• Related vendors

Educational & Professional Qualifications and Experience

Minimum Qualifications:

• Bachelor’s degree in Business Administration or any other related qualification.

Minimum Experience:

• Experience with electronic document management systems / 5+ years of related administrative experience, data entry and /or clerical experience or equivalent is required.

Skills and Competencies:

• Generic Skills: Communication skills, Computer literacy (ERP), Microsoft tool (Excel, PowerPoint, Visio, Word).
• Job Specific Skills: Very comfortable working with all levels of an organization.
• Behavioral Competencies: People Centricity, Integrity, Agility, Collaboration.

Reporting To (Functional Title): HR Operations & General Services Team Lead.

*Only candidates selected to advance to the next stages of the assessment will be contacted*