Travel Coordinator

WHO ARE WE: Tata Steel Foundation is a wholly owned subsidiary of Tata Steel Limited and was instituted on August 16, 2016. With over 1500 members spread over ten units and six states of Jharkhand, West Bengal, Odisha, Uttar Pradesh, Maharashtra, and Punjab, the Foundation is a CSR implementing organization focused upon co-creating solutions, with tribal and excluded communities, to address their development challenges. The organization is committed to playing a larger role in India's sustainable development by embedding wider economic, social, and environmental objectives through its programmes and is underscored by a vision to create an enlightened and equitable society.

Location of Posting: Jamshedpur, Jharkhand

Employment Type: Contractual

Purpose of the Role: Ensure seamless, cost-efficient and policy compliant travel arrangements and expense processing for all official travel undertaken by employees and guests. The officer will be responsible for end-to-end coordination of travel bookings (air, rail, road and accommodation), verification of travel-related bills and high level of coordination with internal teams and external vendors to ensure timely and accurate service delivery.

The role also involves maintaining proper documentation, tracking travel expenses and contributing cost saving initiatives while ensuring employee satisfaction and adherence to organizational travel policies.

Key Deliverables:

1. Travel Efficiency - Plan and execute travel bookings in a timely manner, minimizing disruptions and optimizing convenience for employees. Coordinating with ARC hotels, transport vendors, ticketing agents and Tata Steel Guest Houses in respective locations to ensure booking confirmations.

2. Cost Control - Talk with vendors, compare travel options and enforce travel policies to reduce travel costs without compromising quality or safety.

3. Compliance & Accuracy - Verify travel bills, receipts and supporting documents to ensure compliance with organizational norms before forwarding for bill processing.

4. Tracking of Bills - Tracking the bills as it passes through approvals and Release Order in Supply Chain. Carrying out the required Service Entry in SAP and get the same delivered to Finance & Accounts Team after Service Entry Release of the concerned authority.

5. Travel Portal updation - Coordination with Eastern Travel regarding portal updation process related to Features and Functionality.

6. Records and Reporting - Maintain a clear record of all bookings and expenses for audit, reference and reporting purposes.

7. Employee Support - Act as a point of contact for employees during travel and resolve any booking or travel-related issues promptly.

8. Reporting & Analytics - Generate timely reports highlighting travel expenditures, usage trends and cost-saving opportunities for management review.

Minimum Qualification: Graduation in any stream

Work Experience: 2-7 Years

Technical Skill Required:

1. Excellent knowledge of Advanced Excel Skills in Data Management is a must.
2. Vendor Management
3. Administrative Skills
4. Negotiation Skills
5. Report writing and presentation skills

Soft Skill Required:

1. Good English Communication (written and verbal) is a must.
2. Interpersonal skills, with the ability to effectively interact with senior management officials.
3. Attention to detail
4. Multi-Tasking