Corporate Travel Coordinator

2 months ago

Ottawa, Canada Canadian Commercial Corporation Full time

**_To view a detailed Work Description, please open the attached document._**

**Corporate Travel Coordinator - CCC-3**

The Corporate Travel Coordinator reports directly to the Vice-President, Business Development and Marketing, and is responsible for performing a full range of travel and administrative functions in the Business Development and Marketing Units. The role’s main functions are coordinating domestic and international travel for the Vice-President, Business Development, and the BD Account Directors. The diversity and complexity of the assignments and relationships requires multi-tasking, judgment, quick thinking, attention to detail, tact, flexibility, and interpersonal skills, as well as honed communication abilities. The role also requires exceptionally strong organizational skills in managing and coordinating a large volume of deliverables and workflows. The Corporate Travel Coordinator will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities, competing priorities and confidential matters with discretion.

**Roles and Responsibilities**

Completes a broad variety of administrative tasks for the Vice-President, Business Development and Marketing, including, but not limited to:

- Books domestic and international travel arrangements, including flights, accommodations, and transportation, while keeping in mind business requirements and cultural considerations.
- Anticipates needs of the VP by being proactive, monitoring travel workflows, and utilizing a bring forward system.
- Works closely with the Finance team to process, submit, and track travel specific expenses on behalf of the VP, ensuring deadlines and financial requirements are met.
- Assists the Business Development Account Directors with their extensive and complex domestic and international travel arrangements, and ensures their travel expense claims are processed, submitted, and tracked on time.
- Works closely and effectively with the Vice-President, Business Development and Marketing to keep them well-informed of upcoming travel commitments and responsibilities, following up appropriately.
- Responsible for making the final decision on travel operations, including diversions, re-routes and arrangements for those affected by any disruptions.
- Develops and maintains a thorough understanding and awareness of the on-going activities in the Division business units.
- Developing and managing business travel itineraries for all required travel for VP, Business Development and Marketing and BD Account Directors.
- Negotiate the most cost effective global/regional/local arrangements with airlines, travel agencies, hotels, and car rental companies to ensure the VP, Business Development and Marketing and BD Account Directors receive the best possible quality of products and services.
- Provides timely reporting on KPI’s, spendings, savings, and other travel and expense metrics to VP, Business Development and Marketing and BD Account Directors.
- Maintains effective working relationships and coordinates linkages with the President’s Office, Directors, and staff of the Corporation.
- Maintain relationships with suppliers to ensure best-in-class service and competitive pricing.
- Adheres to organizational policies and related procedures and instructions and performs other duties as required.

**Requirements**:

- Post-secondary education in a related field or an acceptable combination of education, training and/or related work experience.
- At least 5 years of Global and/or Corporate Travel Coordinator, or relevant Travel industry experience, including assisting a Vice-President, or individual at an executive level, in managing travel and related expenditures.
- Bilingual (English/French) imperative C-C-C.
- Very strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
- Very strong interpersonal skills and the ability to build relationships with stakeholders, including staff, Board members, external partners, and travel suppliers.
- In-depth knowledge of industry leading travel and corporate expense systems.
- Experience in coordinating domestic and/or international travel and travel related expenditures for executives.
- Experience in achieving travel category savings via sourcing, demand management and / or policy compliance.
- Advanced knowledge of matters relating to the workings of a senior management or executive committee.
- Ability to work effectively under pressure to meet tight deadlines while managing multiple and conflicting priorities.
- Ability to multitask and use superior time management skills with mínimal supervision.
- Requires in-depth knowledge of current theory, trends, and practices in a relevant professional domain/field of expertise.

**Competencies**
- _ Delivering Results: _Focuses efforts on achieving high quali

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