In order to make sure that the travel needs of their organization are met, Travel Coordinators perform a variety of tasks. We analyzed a number of online job postings to identify the following core Travel Coordinator duties and responsibilities.
Arrange Transportation and Lodging
As the primary function of a Travel Coordinator, this responsibility involves finding and arranging appropriate modes of travel, such as flights and rental cars, as well as making reservations at hotels, motels or other forms of lodging. The logistical aspect of transporting groups of people from one location to another requires a great deal of planning and organizing, and thus making arrangements is an essential part of a Travel Coordinator’s job.
The employees of an organization will often need to be reimbursed for the cost of a hotel room, taxi ride, meal or other travel expense, and it is up to the Travel Coordinator to make sure that such reimbursements are properly recorded, documented and issued.
Serve as Liaison
Sometimes an organization will rely on a third-party travel agency to plan travel arrangements, but that doesn’t mean that the Travel Coordinator’s work is done. It is the duty of Travel Coordinators to facilitate communication between their organization and the chosen travel agency, make sure that the travel agency understands what requirements must be met and review all of the agency’s bookings for accuracy, cost-effectiveness and policy adherence.
Before each traveller can get to where they’re going, they first need to know when and how to get there. The Travel Coordinator is responsible for communicating such information to travellers, which can include which hotel room they’ll be occupying, the departure time of the flight they’ll be taking and the mode of transportation they’ll be using to travel to and from the airport.