Travel Coordinator

JOB DESCRIPTION

Job Title: Senior executive -Travel Coordinator

Job Location: Bengaluru

Department: Strategic Sourcing

About Syngene: Syngene ( www. syngeneintl. com ) is an innovation-led contract research, development and manufacturing organization offering integrated scientific services from early discovery to commercial supply.

At Syngene, safety is at the heart of everything we do personally and professionally. Syngene has placed safety at par with business performance with shared responsibility and accountability, including following safety guidelines, procedures and SOPs, in letter and spirit.

Key Responsibilities:

We are seeking a knowledgeable and customer-focused Travel Consultant to assist clients in planning and booking their travel arrangements and to manage invoicing, ensure accurate billing, and support financial operations. The ideal candidate will have a passion for travel, excellent communication skills, and the ability to create seamless travel experiences.

1. Travel Booking and Coordination:

• Arrange domestic and international travel for employees, including flights, hotels, car rentals, and other transportation.
• Ensure all travel arrangements comply with the company s travel policies and procedures.
• Coordinate with travel agencies, airlines, hotels, and other vendors to secure the best rates and services.

1. Policy Compliance and Communication:

• Ensure strict adherence to corporate travel policies and guidelines.
• Enforce compliance with travel policies and address any deviations or issues promptly.
• Educate employees on travel policies and procedures.

1. Cost Management:

• Negotiate with vendors to obtain the most cost-effective and efficient travel options.
• Track and report on travel expenses, ensuring adherence to budgets and cost-saving initiatives.
• Assist with processing travel expense reports and reimbursements.

1. Traveler Support:

• Provide support to employees before, during, and after travel, including assistance with last-minute changes, emergencies, or travel-related issues.
• Ensure that travelers have all necessary documentation, such as visas, passports, and travel insurance.

1. Compliance and Record-Keeping:

• Maintain accurate records of all travel arrangements, including bookings, itineraries, expenses, and traveler preferences.
• Ensure compliance with all travel policies and regulations, including health and safety requirements.
• Generate regular reports on travel expenses, booking patterns, savings, and compliance.

1. Communication and Collaboration:

• Collaborate with other departments to ensure travel arrangements align with business objectives.
• Communicate with employees regarding travel policies, procedures, and updates.

1. Travel Safety and Security:

• Stay informed about travel advisories, security risks, and health-related concerns in destinations where employee s travel
• Collaborate with the corporate travel lead to develop and implementing emergency response plans.
• Ensure the safety and well-being of employees during business travel.

1. Billing process and Support financial operations

• Process vendor invoices based on travel bookings.
• Reconcile billing discrepancies and resolve client queries related to invoices.
• Coordinate with the travel team to ensure all billable services are captured.
• Maintain billing records and ensure timely follow-up on outstanding payments.
• Prepare billing reports and assist in month-end closing activities.
• Ensure compliance with tax regulations and internal financial policies.
• Collaborate with the finance team for audits and financial reviews.

• Qualifications: Preferred Qualifications & Skill set:
  • Bachelor s degree
  • 08+ years of experience in corporate travel management.

• Must have handled Implant set-up with IVR, offshore Travel Desk operations
• Proven experience in corporate travel management, with a strong understanding of travel booking processes, policies, and regulations
• Strong negotiation and communication skills.
• Detail-oriented with excellent organizational and problem-solving abilities.

• Ability to work under pressure and manage multiple tasks simultaneously.
• Proficiency in Microsoft Office Suite and travel management tools like HAPPAY.

Working Conditions:

• • Office-based with occasional need for after-hours availability to assist with urgent travel needs.
  • Potential for occasional travel to industry events or training sessions.

Equal Opportunity Employer

.