Specialist, Travel Services

Job description / Role

Overview

Job purpose: Perform coordinating the travel requests and provide professional service for employees efficiently, in a timely manner and quality standards as per the defined policies and procedures to achieve departmental operational plans and developments.

Key Accountability Areas

Reservations of Air Tickets and Hotel Rooms:

• Handling domestic flight air ticket bookings (business trips, transfers).
• Handling final exit air tickets and international flight tickets with family process.
• Handling KSA direct local hotel booking requests.
• Handling international hotel bookings along with rail and transportation requests.
• Handling employees' and families' vacation tickets first-time air ticket reservations.
• Cost controlling of air tickets and hotel bookings and checking for the best prices.
• Locking entitlement recording deductions.
• Processing the request as per employee entitlement eligibility.
• Acting as coordinator between employee and travel agencies.

Embassy Assistance:

• Responsible for preparing the checklist of each embassy.
• Responsible for embassy letters for business visa and tourist purposes.
• Coordinating with travel agency embassy website for visa assistance.

Daily Reminder SMS:

• Screening the daily flight operations.
• Preparing the list of daily employees traveling.
• Sending SMS as a reminder to employees a day prior to their departure.

Invoices:

• Reviewing and cross-checking the suppliers' hotel invoices.
• Coordinating with hotels and concerned divisions to process the payments.
• Processing all the hotel invoices including regular standard rooms, events, and conferences.
• Responsible for all the air ticket invoices.

Employee Clearance:

• Reviewing confirmation of employee travel deductions.
• Ensuring travel air ticket deductions fare difference.
• Reviewing and cross-checking the suppliers' invoices for business trips and vacations.
• Updating the required information for travel invoices.
• Preparing deductions and settlement refunds.
• Submitting reports to the payroll department.

Refunds:

• Tracking refunds and following up with travel agencies.
• Responsible for business trips and vacation refund claims.
• Responsible for unutilized air tickets.

Fare List:

• Posting fare list in SAP.
• Publishing flight fare list monthly and quarterly on the company portal.

Role Accountability

• HR Proficiency: Ability to obtain updated soft and technical skills related to the job.
• Delivery: Performing the planned activities to meet the operational and development targets as per delivery schedules. Utilizing resources effectively to achieve objectives within efficient cost and time. Providing a periodic report formatted by detailing the deviation and execution of planned tasks.
• Problem-Solving: Solving any related problems that arise and escalating any complex operational issues.
• Quality: Ensuring quality requirements to develop effective quality control and processes including specifications for products or processes or related activities.
• Business Process Improvements: Coordinating well-defined written systems, policies, procedures, and seeking automation opportunities as much as possible.
• Compliance: Complying with related policies, procedures, and work instructions.
• Health, Safety, and Environment: Ensuring compliance with relevant safety, quality, and environmental management procedures and controls within defined areas of work activity to guarantee safety, legislative compliance, and delivery of high-quality products/services.

Academic Qualification

Bachelor's degree in Business Administration.

Work Experience

2 to 4 years.

Technical / Functional Competencies

• Data archiving.
• Financial reporting.
• Market research.
• Supplier/vendor negotiations.
• Travel arrangements.
• Travel management.

About the Company

alfanar builds efficient energy systems & solutions of the present and sets up infrastructures for a brighter future.

We assist utility sector partners & customers in transforming cities into sustainable, habitable, and inclusive Smart Cities by harnessing renewable energy resources from wind, solar, and waste heat energy. Promoting the transition to a sustainable eco-conscious future.

Using world-class technologies, we develop unrivaled quality electrical solutions & products from our manufacturing facilities, to solve the world’s major energy challenges and make the world a better viable place.

Diligence, Efficiency, and Innovation are the key criteria our teams adopt in order to continuously provide effective solutions. We’re constantly equipping our teams with the tools they need to expand their horizons and reach higher grounds.

Being in an ever-changing environment with a crucial impact on their surroundings, our employees are nurtured to become keen thinkers with highly refined skills and a consistent outlook on the future, working together on finding the next big innovation.