TRAVEL DESK MANAGER

The Travel Desk Manager is responsible for providing comprehensive travel support to campus stakeholders by sourcing the most cost-effective and suitable travel arrangements. This role ensures that the flight and accommodation requirements of travelers are met in line with their itineraries and the university’s travel policy. Reporting Line: The position reports to the Senior Manager in Procurement Unit. Supervisory Responsibilities: Not applicable Financial Delegation: Not applicable Budget Responsibilities: Not applicable KEY RESPONSIBILITIES Travel Arrangement and Booking Assist in booking flights and accommodation for university staff ensuring alignment with approved travel itineraries and identify the best rate for flights and accommodations that meet the requirements of stakeholders. Maintain up-to-date knowledge of travel trends, preferred suppliers, and industry rates to secure competitive deals. Stakeholder Coordination and Support Collaborate closely with internal stakeholders to understand their travel requirements and preferences. Provide timely communication to stakeholders regarding confirmed travel arrangements, including any changes or updates. Offer expert advice and suggestions to optimize travel plans and ensure cost-effectiveness. Supplier Engagement and Negotiation Engage with preferred travel suppliers, including airlines, hotels, and travel agencies, to negotiate competitive rates. Establish and maintain relationships with suppliers to secure volume discounts and preferred arrangements. Conduct regular reviews of supplier performance to ensure quality and consistency. Develop strong partnerships, collaborations and networks with relevant industry, government and the broader community in order to achieve a holistic and integrated approach to travel safety and risk management. Policy Compliance, Financial Analysis and Reporting Manage the implementation and maintenance of effective organisational strategy, policy, procedures, response plans, training and preventative programs relating to travel, focusing on risk management, University liability, emergency preparedness and crisis management, both nationally and internationally. Ensure all travel bookings comply with the university’s travel policy and the approved budget from Concur-Travel management system. Analyse and identify savings and spent analysis. Prepare and present periodic reports on travel expenditures, trends, and cost-saving initiatives. Customer Service and Issue Resolution Serve as the primary point of contact and provide expert advice, prepare and present briefings, reports and training materials to stakeholders regarding travel-related issues or emergencies. Manage feedback and complaints professionally, aiming to continuously improve service standards. KEY SELECTION CRITERIA Minimum a degree in a relevant field such as Business Administration/Management/Hospitality equivalent. Minimum of 3-4 years experience in corporate travel management or a similar role. Experience and proven track record of successful negotiation with travel suppliers and managing corporate travel booking is essential. Strong interpersonal and communication skills to engage with various stakeholders effectively; verbal and written with strong influencing skills in managing the stakeholders tactfully to ensure adherence to policy and procedures. Proficiency in travel management software, booking systems, Microsoft Office and Google Workplace tools will be an added advantage. Proactive and customer-oriented approach with the ability to prioritize, multitask, and work under pressure to meet deadlines. Attentive to details, resourceful and able to work independently and make sound decisions in a fast-paced environment. OTHER JOB RELATED INFORMATION Travel to other campuses of the University may be required. There may be a requirement to work additional hours from time to time. There may be peak periods of work during which taking of leave may be restricted. #J-18808-Ljbffr