Travel & Office Support Officer

Summary Of The Role

• Travel & Office support officer
• Working at Dubai, UAE

The role oversees both business travel support arrangements and office operations. This position ensures seamless planning, coordination, and support of domestic and international travel while also overseeing reception services, visitor management, and administrative tasks. Acting as a central point of coordination between employees, vendors, and internal departments, ensures compliance with travel policies, enhances office efficiency, and delivers a high standard of customer service. The role demands strong organizational skills, attention to detail, and the ability to proactively resolve issues in a fast-paced environment!

Travel Responsibilities

WHAT YOU’LL BE DOING

• Collaborate with employees and managers to understand travel needs and objectives.
• Coordinate domestic and international travel, including flights, accommodation, ground transport, and related services, including any changes to the travel plans.
• Compliance with company travel policies, budgets, and relevant regulations.
• Negotiate and secure cost-effective travel rates and preferred partnerships with airlines, hotels, and car rental agencies. Monitor service level of providers to ensure good service partnership.
• Manage visa and passport applications, travel insurance, and other required documentation.
• Proactively monitor travel schedules and anticipate issues, offering timely solutions to ensure smooth travel experiences.
• Maintain accurate and up-to-date travel records, including expense reports, invoices,and receipts.
• Ensure prompt follow-up on internal processes including PR processing,reconciliation of bill and statements.
• Provide guidance and support on the company’s self-service travel platform, helpingemployees manage their own travel arrangements.
• Stay informed about travel industry trends, tools, and best practices to continuouslyimprove travel processes and efficiency.

• Front office duties, including handling inbound and outbound phone calls, welcoming guests, and ensuring all visitors and employees are received professionally and in line with safety protocols.
• Manage office access control such as verifying employee IDs, issuing visitor passes and gate passes, and reporting any unusual activity.
• Maintain ample inventory of office supplies.
• Office administrative duties Including administrative support to the Management.
• Upkeep and coordinate the boardroom and training rooms set up and logistics including food catering for internal events, summits, guest visits.
• Handle basic bookkeeping or cashiering tasks for expenses related to food, couriers, or office services.
• Perform any other tasks as and when requested by the Management.

• Previous experience as a Travel Specialist, Travel Coordinator, or in a similar role.
• Minimum seven years of proven experience in Travel Support and Office Support role.
• In-depth knowledge of the travel industry, including current practices, platforms, andregulations.
• Proficient in using online travel booking platforms and travel management software.
• Strong organizational skills with the ability to manage multiple, concurrent travelarrangements.
• Exceptional attention to detail, especially in managing logistics and documentation.
• Excellent written and verbal communication skills, including negotiation andinterpersonal abilities.
• Calm under pressure, with the ability to respond quickly to changes or unexpectedsituations.
• Familiarity with visa processing, international travel regulations, and travel insurance.
• Proactive and customer-focused mindset, with strong problem-solving abilities.
• Competent in Microsoft Office Suite and other relevant digital tools.
• Experience supporting or training employees on self-service travel systems is a plus

• Become part of our values - Love the work, Result Count, Take Care, Be Responsible, and Perform as a Team
• We are a global team of diverse colleagues who share a passion for excellence and have a culture of trust and empowerment to make our own ideas a reality
• We focus on personal and professional development to grow internally within our organization

• Take a look at mammoet.com

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