Overview:


We are a fast-growing electrical engineering company focused on providing cutting-edge solutions across Europe, particularly at the moment in Germany. Our team is expanding, and we’re looking for a detail-oriented Travel and Accommodation Coordinator to support our people with seamless travel arrangements, accommodation bookings, and related logistics to ensure smooth operations across various European countries.


Job Summary:
As a Travel and Accommodation Coordinator, you will be responsible for managing all travel-related logistics for our employees. This includes booking flights, organizing accommodation, rental agreements, and supporting the team with any travel needs across Europe, with a primary focus on Germany. The ideal candidate will have prior experience in travel management, accommodation booking, and working with rental agreements, especially within the context of European travel.


Key Responsibilities:


Travel Arrangements:

• Coordinate domestic and international travel, including flights, trains, and ground transportation for employees, contractors, and visitors.
• Ensure all travel arrangements comply with company policies and budgetary guidelines.
• Assist with visa applications, travel insurance, and any other documentation needed for travel, especially for Germany and other European countries.

Accommodation & Rental Management:

• Arrange short-term and long-term accommodation for employees across Europe, particularly in Germany.
• Negotiate and manage rental agreements for corporate housing or employee accommodation.
• Ensure accommodation meets company standards and employee needs (location, amenities, etc.).
• Address any accommodation-related issues that arise during the stay.

Logistics Coordination:

• Work closely with the operations team to plan and organize logistics for site visits, conferences, and extended stays.
• Coordinate with landlords, property managers, and service providers for accommodation requirements.
• Organize airport pickups, car rentals, and other ground transportation as needed.

Vendor Management:

• Maintain relationships with airlines, travel agencies, hotels, and property management firms.
• Research and recommend cost-effective travel and accommodation options while maintaining high service levels.
• Manage vendor agreements and invoices, ensuring timely payment and compliance.

Travel Documentation and Reporting:

• Maintain accurate records of all travel bookings, accommodation details, and rental agreements.
• Provide regular reports on travel expenses and budget utilization.
• Stay up-to-date with changing travel regulations, particularly within Europe and Germany, and communicate updates to the team.

Key Skills and Qualifications:

• Proven experience in travel coordination, accommodation management, and rental agreement administration, preferably across Europe and Germany.
• Strong organizational and multitasking skills with attention to detail.
• Ability to handle last-minute changes and resolve issues promptly.
• Excellent negotiation skills and ability to liaise with vendors and service providers.
• Familiarity with European travel regulations and accommodation standards.
• Proficiency in travel management software and Microsoft Office (Word, Excel, etc.).
• Knowledge of German language is a plus but not required.
• Strong communication skills with the ability to work collaboratively with internal teams and external vendors.

Requirements:

• Bachelor’s degree in Business Administration, Hospitality Management, or related field (or equivalent experience).
• Minimum 2-3 years of experience in travel and accommodation coordination, preferably within the engineering or technical industries.
• Prior experience working with corporate travel in Europe, particularly in Germany.
• Flexibility to occasionally handle travel-related issues outside of regular business hours.