Travel & Office Administrator

Business Operations
Malta

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As our Travel and Office Administrator, this would be part-time time role that would consist of 32 hours per week - Monday to Friday from 08.00AM to 15.00PM. In this position, you will act as first point of contact and offer administrative support across the organisation. To be successful in this position, you should have a pleasant personality who is able to deal with requests in a timely and effective manner, while streamlining office operations. Multitasking and stress management skills are essential for this position.

SCOPE OF THE JOB:

  • You will coordinate travel arrangements for all employees traveling on business, balancing business needs and budget constraints. The role will also involve day-to-day support on our front desk.

  • Part time role: Monday to Friday - 8.00AM to 15.00PM.

  • YOUR CHALLENGE:

  • Day to day front duties
  • Arrange travel, accommodation, transfers and travel insurance for Catena Media employees and company guests within company set guidelines
  • Confirm availability plus convey tentative itinerary to respective traveller for approval
  • Confirm final reservations, distributes tickets along with confirmations to traveller
  • Research best travel options that meet both company budget and traveller’s needs
  • Setup local contracts with taxi companies to ensure best price and service
  • Serve as a general resource and point of contact for travel related queries; assist employees and events team with travel-related tasks, issues or concerns
  • Research, negotiate, and secure best rates with local hotels
  • Review and ensure all contracts for appearances include necessary specifications
  • Act to ensure safe and efficient travel operations, in accordance with organisational policies and guidelines
  • Receive and respond to incoming travel requests on behalf of the organisation
  • Review travel associated invoices as well as credit card statements for accuracy plus codes for Accounts
  • Payable
  • When required, assist C-Level executives with claiming expenses relating to company travel
  • Coordinate any maintenance work required for our local company apartment.
  • Perform ad-hoc office projects and assignments as directed by the Office Manager
  • TO DO THIS, YOU WILL NEED:

  • Experience managing a corporate travel program or from providing corporate travel services
  • Experience working with online travel booking tools
  • Knowledge of ground transportation suppliers, cost and best practice protocols
  • Ability to deliver a high level of customer service and provide prompt responses to inquiries
  • Knowledge of the travel industry frequently used terms, programs and vendor contracts.
  • Strong organisational skills
  • Fluency in spoken and written English, and be able to communicate effectively, both orally and in writing
  • Be flexible and adapt according to the situation at hand
  • Have great attention to detail with strong planning skills
  • Ability to analyse and solve problems at hand
  • Demonstrate ownership and initiative