Travel Co-Ordinator (Maternity Cover)

Application Deadline: 8 April 2025

Department: Contracts

Employment Type: Fixed Term Contract

Location: Alternative Heat Head Office

Reporting To: Associate Director

Description

Alternative Heat specialises in the design, supply, and installation of a wide range of Off-site Prefabricated solutions for the commercial M&E sectors throughout Ireland, UK and mainland Europe. Through continuous investment within our teams, and our facilities, we have grown strongly over the years and established ourselves as a leader within the offsite pre-fabrication industry throughout Ireland and the UK.     We wish to integrate a Travel Co-Ordinator to join our busy Contracts team in our fabulous Head Quarters based in Banbridge. You will liaise with various departments to plan and coordinate business travel arrangements and associated activities.  This post is a fixed term contract to cover a period of maternity leave.     You will join a dynamic team who believe collaboration and a one team approach is at the forefront of everything. We strive for continuous growth and innovation to achieve excellence in all areas. If you are passionate about making a difference and want to be part of a team that values your dedication and input, then come join us.    Role   You will be responsible for planning and coordinating/arranging the most cost effective and efficient travel arrangements and associated activities.     Job Title | Travel Co-Ordinator (Maternity Cover) 
Location | Head Quarters – Banbridge, Co Down 
Hours | 38 hrs per week.  Mon – Thurs 8.00am to 5.00pm & Fri 8.00am - 3.00pm
Salary | Competitive depending on experience 
Responsible to | Associate Director   

Key Responsibilities

• To work closely with employees to determine their travel needs, provide options and book accordingly to include but not limited to booking international and domestic flights, carparks, trains, hotel, accommodation, dining and car-hire.  
• To work closely with the talent acquisition team to book flights and accommodations for interview candidates and new start employees.    
• To book and arrange travel needs for client trips and maintain contact with the clients to ensure satisfaction with arrangements.   
• To book and make payment for requested departmental team building activities. 
• To provide a quick response to reactive travel issues/changes that arise during travel, such as delays and cancelling, changing or rescheduling arrangements as necessary which may be outside of normal working hours.   
• To research travel options in terms of airlines, accommodation and communicating the information to the relevant employee and gaining confirmation of suitability prior to making the booking. 
• To prepare employee travel itineraries and distribute travel arrangements and schedules to all appropriate staff to ensure that all employees who are travelling have the necessary documentation before they leave for their trip. 
• To escalate and obtain approval from management for travel requests or concerns and expenses which exceed established limits.     
• Advise travellers of and assisting with any needs for specialised travel documents such as passports.   
• To review monthly reports issued by the contracts and business development department on contracts awarded or schedule meetings to allow the planning of future travels.  
• To produce monthly reports/summary on costs associated with business travel such as flight costs, accommodations costs etc.    
• To obtain car hire pictures from travellers to challenge any car hire damage claims received. 
• To check and approve payments on 4P systems and allocate to the correct jobs codes. 
• To research and negotiate reduced business corporate rates for hotels/accommodation where possible and ensure that corporate rates are honoured.        
• Manage the financial aspects of all travel related activities by checking and approving payments on the 4P system and allocating to the correct job codes, continuously tracking travel expenditures on company credit cards.     
• Any other duties deemed necessary by management 

Skills, Knowledge and Expertise

 Essential Criteria:  

• At least 6 months previous experience in travel co-ordination, managing multiple travel arrangements simultaneously in a business environment,  
• Minimum 5 GCSE’s Grade C or above to include Maths and English or equivalent,  
• Proven ability to manage high volumes of travel arrangements.    
• Demonstratable experience of f