Travel & Events Coordinator

OVERALL ROLE OBJECTIVE:

To organise and coordinate all corporate travel requirements to include flights, hotels, transport arrangements and procuring necessary documentation such as passports, visas etc for all overseas travel. In addition, the post holder will co-ordinate large conferences and workshops in Europe, US and ROW.

JOB SPECIFIC RESPONSIBILITIES:

The post holder will:

• Arrange and book high volume business travel for all Business Units of the Almac Group in the most economical manner to include UK, Europe, US and ROW.
• Co-ordinate large conferences and workshops in Europe, US and ROW, with supervision/guidance.
• Be available outside of normal working hours to assist and resolve any travel related issues.
• Proactively plan all areas of business travel, conferences and events.
• Procure documentation in relation to business travel such as passports, visas etc.
• Resolve any travel related problems.
• Process and review travel expenses and subsistence allowance.
• Co-ordinate all company drivers.
• Organise business events, such as off-site meetings and conferences with supervision and guidance.
• Manage bookings for company houses and on-site room bookings
• Compile and generate monthly reports and ensure computerised systems and spreadsheets are accurate and updated as and when required.
• Provide an effective and efficient administration support.
• Assist the Senior Travel and Events Coordinator in all other areas/duties as and when required.
• Ensure that customer care is highly reflected throughout every aspect of work undertaken and that a high level of service is maintained.

Other duties

• Any other duties within the competency of the post holder as directed by Line management.

This role will require coverage beyond normal working hours including holding a mobile phone in case of emergencies. It is a condition of your employment that you are able to fulfil this requirement of the role. Travel may also be required on occasion.

ADDITIONAL DUTIES/ENHANCED RESPONSBIILITIES ASSOCIATED WITH LEVEL 2 In addition to the above, the Travel and Events Co-ordinator will ensure that a systematic and effective travel and events service is provided throughout all relevant Business Units of the Company with the following enhancements to the role being met.

• Organise large business events, such as off-site meetings and conferences with minimal supervision and guidance, and also assist with corporate events.
• Co-ordinate large conferences and workshops in Europe, US and ROW, with minimal supervision/guidance.

ADDITIONAL DUTIES/ENHANCED RESPONSBIILITIES ASSOCIATED WITH LEVEL 3 In addition to the above, the Travel and Events Co-ordinator will ensure that a systematic and effective travel and events service is provided throughout all relevant Business Units of the Company with the following enhancements to the role being met.

• Organise large business events, such as off-site meetings and conferences with supervision and guidance if required, and also solely organise corporate events.
• Co-ordinate large conferences and workshops in Europe, US and ROW, with supervision/guidance if required.
• Assist in training of new Travel & Events Co-ordinators, where applicable

QUALIFICATIONS

Five GCSE (or equivalent) subjects at Grade C or above to include English Language and Maths

Alongside: Degree (or equivalent qualification) OR Significant relevant experience of working in a similar role EXPERIENCE

Previous experience of working in the travel or hospitality industry

Experience communicating (both written and oral) with individuals of all levels of the organisation to include Senior Director’s and VP’

KEY SKILLS

Proficiency in the use of Microsoft Office applications (to include Word, Excel, Outlook and PowerPoint)