Job Summary
Coordinates business trips according to the company’s policies and procedures including and not limited to business travels, workshops, conferences, and retreats.

Key Responsibilities and Elements of the Role

☐ Collaborate with the Marketing and Administration Department for business and CEO travel requirements including but not limited to: visas, accommodation and tickets when needed etc.
☐ Book reservations for external airline tickets, accommodation, rental cars, and venues needed for the different marketing and sales activities in countries where MSS operates.
☐ Assists in document preparation such as visa preparation, entry/exit travel requirements.
☐ Researches and compares available travel, car rentals and hotel accommodations to identify the best available option for each travel need.
☐ Insures through periodic surveys, the suitability of the hotels/venues booked in the different GCC countries to ensure maximum comfort for the team and for the attendees.
☐ Handle travel issues, complaints, refunds, and emergencies.
☐ Suggest suitable travel options that best suite the needs of the Key Opinion Leaders, health care practitioners, nurses, employees etc.…
☐ Handle deposits and payments for bookings by collaborating with the Finance and Accounting Department.
☐ Review visas, vaccinations, and other travel necessities.
☐ Find optimal travel platforms (IATA, Agency)
☐ Reconciliation with travel Agents (Fees, tickets, hotels)
☐ Negotiate conditions with hotels (additional guests, late checkouts, cancellation payments)
☐ Provide event summary to the Finance department
☐ Handle requests by the Finance Department
☐ Monitors expenditures related to the allocated budget of events.
☐ Check dues to agents
☐ In compliance with company travel & business expenses industry practices
☐ Maintain accurate records.

Education & Experience
☐ Degree in Hospitality, Travel, Tourism, Business or similar field
☐ 2-3 years’ experience as a Travel Coordinator or a similar role


Technical Competencies

☐ Knowledge of travel industry and trends
☐ Knowledge of ticketing and reservation systems and databases
☐ Proficiency in Microsoft Office package, especially Microsoft Excel
☐ Understanding of travel policies and regulations
☐ Proficiency in English & Arabic. Knowledge of additional languages is an advantage

Core Competencies
☐ Communication Skills
☐ Confidentiality
☐ Customer Service skills
☐ Details oriented
☐ Organizational Skills
☐ Negotiation Skills
☐ Outstanding Interpersonal Skills
☐ Decision making and problem-solving skills