Concierge & Travel Coordinator

The Concierge & Travel Coordinator will be responsible for managing all company-related travel, stay arrangements, and concierge support for employees, management, and visiting clients. This role ensures smooth travel experiences, timely bookings, cost-efficient solutions, and seamless coordination across teams at OnDirect Marketing Services.

Key Responsibilities

1. Travel Management

Manage end-to-end domestic and international travel arrangements for employees and leadership.

Handle flight bookings, rescheduling, cancellations, and itinerary planning.

Ensure cost-effective bookings while maintaining company standards.

Maintain a database of travel vendors, airlines, and travel partners.

Track visas, passports, and travel documents; coordinate renewals and processing.

Ensure compliance with company travel policies.

2. Accommodation & Logistics

Arrange hotel stays, airport pickups, local transport, and intercity travel.

Maintain preferred hotel / vendor list and negotiate corporate rates.

Coordinate with car rental agencies, drivers, and logistics partners for seamless travel.

3. Concierge Support

Provide concierge assistance for senior leadership and visiting clients.

Handle reservations, event bookings, and any special requirements.

Support with priority tasks such as courier coordination, document handling, or personal assistance when required (within company policy).

4. Coordination & Communication

Work closely with HR, Admin, Finance, and Department Heads to understand travel needs.

Share travel itineraries, confirmations, and instructions in a timely manner.

Maintain a travel tracker and update internal teams regularly.

5. Vendor & Cost Management

Liaise with travel agencies, hotels, and transport vendors for best rates.

Manage billing, invoicing, and reconciliation of travel expenses.

Ensure budget adherence and highlight cost-saving opportunities.

6. Reporting & Documentation

Maintain detailed records of all travel bookings and expenses.

Prepare monthly travel reports for management review.

Ensure proper documentation and compliance with audit requirements.

Skills & Qualifications

Bachelor’s degree in Hospitality, Business Administration, or related field.

2–5 years of experience in travel coordination / concierge / hospitality roles.

Strong knowledge of flight portals, booking tools, and travel documentation.

Excellent communication and interpersonal skills.

High level of organization, attention to detail, and ability to multitask.

Ability to work under pressure with tight timelines.

Professional demeanor and customer service orientation.

Additional Requirements

Flexibility to assist during urgent travel needs outside standard hours.

Familiarity with corporate travel policies and vendor negotiations.

Ability to manage confidential information professionally.