Travel and Admin Assistant

General Description / Job Purpose:

The primary role of the candidate will be to provide dedicated support coordinating local travel requests throughout the organization, including booking flights, rental vehicles, and accommodation, preparing visa applications, and offering dining recommendations, as well as assisting the Office Management Team with additional administrative activities.

Responsibilities:

• Booking flights, accommodation and rental vehicles including the Rockets (company vehicles)
• Assist with Visa Applications
• Processing of invoices
• Perform related administrative tasks such as maintaining travel lists, updating spreadsheets, and handling other admin related tasks such as onboarding new vendors
• Manage PPE requests and maintain stock
• Arrange and keep record of staff medicals
• Manage accommodation at the Rockwell apartment
• Assisting the Travel Coordinator with travel emergencies, changes, cancellation and rebooking as required
• Serving as a backup function for front desk, receiving clients, candidates and stakeholders and assisting with general admin.

Minimum Educational Qualifications:

• High School Diploma or equivalent, with further education or certification in travel and tourism preferred.

Minimum Previous Experience: 

• 2–3 years of experience in an administrative, travel-related, or similar role.

Other Skills:

• Microsoft Office Suite i.e. Word, Excel, PowerPoint – intermediate to advanced level of proficiency
• Strong administrative capabilities
• Sage experience beneficial
• Attention to detail is crucial
• Works well under pressure and meets tight deadlines
• Understanding of the office operating model
• Track record of successfully planning and organizing itineraries for diverse client and employee profiles
• Risk management
• Decision making skills
• Above average written and verbal communication skills
• Experience in handling complex travel arrangements, including group bookings, corporate travel, and international destinations
• Proven ability to deal with employees at all levels, while maintaining high standards
• Knowledge of current industry laws, regulations, and ethics pertaining to the travel industry

Languages:

• English (Read, write and speak)