Travel Coordinator

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ArrowResources is looking for a travel coordinator who will be responsible for planning and coordinating all aspects of a company’s travel-related activities. ​


Office Management

  • Monitoring office supplies inventories and ordering office consumables.
  • Ensure the smooth running of the office and general facilities requests
  • Organizing office needs for an ongoing and expanding business: space/facilities, new joiner packs and arrangements etc.
  • Purchasing office supplies and equipment and maintaining proper stock level

Relationship Management

  • Communicating with key suppliers, customers, both UK and globally, to schedule meetings and trips in conjunction as and when required.
  • Interaction with potential customers of the Firm – meeting schedules, printing marketing packs/materials, greeting in reception and escorting professionally

Organizing Travel and Events

  • Events include team events and client entertainment. Researching options, budgeting, gaining approval.
  • Complex travel itineraries requiring good knowledge of travel networks.
  • Flights, hotels, accommodation, currency, visas.
  • Coordinating domestic and international travel, including flight, hotel, and car rental reservations.
  • Liaising with Executive Assistants in other locations to arrange meetings, hotel desk, etc.

Other administrative duties

  • Processing expenses and invoices (adhoc) whilst adhering to Employer’s policies.
  • Meeting and catering bookings, including conference calls and video conferences.
  • Couriering documents and Mail distribution.
  • Holiday and absence monitoring using tracking spreadsheet for management review.
  • Archiving documents.

Good to have:

  • Proven experience of 5 years as a travel coordinator.
  • Knowledge of Office Administrator responsibilities, systems and procedures
  • Excellent interpersonal and communication skills (English and German), both written & verbal. Swiss German would be a plus
  • Proficiency in MS Office (MS Excel and MS Outlook, in particular)
  • Hands on experience with office machines (e.g. fax machines and printers)
  • Familiarity with email scheduling tools, like Email Scheduler and Boomerang
  • Excellent time management skills and ability to multi-task and prioritize work
  • Attention to detail and problem solving skills
  • Excellent written and verbal communication skills
  • Strong organizational and planning skills in a fast-paced environment
  • A creative mind with an ability to suggest improvements
  • High School degree: additional qualification as an Administrative assistant or Secretary will be a plus.

If this position sounds interesting for you, please apply directly here