Travel Coordinator

Job Title: Travel Coordinator

Location: Andheri, Mumbai.

Reports To: Operations Manager

Department: Fleet Management

Job Summary:

The Travel Coordinator is responsible for efficiently managing travel arrangements for crew members, ensuring smooth crew changes, and optimizing travel costs. The role involves coordinating flights, visas, accommodations, and transport while adhering to company policies, budget constraints, and compliance requirements.

Key Responsibilities:

1. Crew Travel Arrangements:

• Arrange flights, hotels, and local transport for seafarers joining and leaving vessels.
• Ensure compliance with flag state, visa, and immigration regulations.
• Monitor flight schedules and proactively handle disruptions or delays.

2. Visa & Documentation:

• Assist in obtaining visas, work permits, and other necessary travel documents for crew members.
• Coordinate with embassies, consulates, and visa agents for timely processing.
• Maintain an up-to-date database of visa requirements for various ports and nationalities.

3. Cost Optimization & Vendor Management:

• Source cost-effective travel options while ensuring crew comfort and timely travel.
• Liaise with travel agencies, airlines, and hotels to negotiate competitive rates and establish contracts.
• Process invoices, track expenses, and ensure payments are made within budget.

4. Coordination & Communication:

• Work closely with the crewing department, ship captains, and port agents for smooth crew changes.
• Provide crew members with detailed itineraries, including flight tickets, hotel details, and emergency contacts.
• Keep stakeholders informed about any travel disruptions and alternative plans.

5. Compliance & Record-Keeping:

• Ensure adherence to company policies, flag state regulations, and international travel guidelines.
• Maintain accurate records of crew travel, visa status, and related expenses.
• Keep abreast of global travel restrictions, airline policies, and COVID-19 protocols.

Key Requirements:

• Education: Bachelor's degree or diploma in travel management, logistics, or a related field.
• Experience: 3+ years in crew travel coordination, preferably in the shipping or offshore industry.
• Skills:
• Strong knowledge of airline ticketing, visa processes, and crew logistics.
• Excellent communication and negotiation skills.
• Ability to multitask, work under pressure, and manage last-minute changes.
• Proficiency in MS Office and travel management software.
• Familiarity with crew change regulations and maritime industry standards.

Preferred Qualifications:

• Experience working with shipping companies or crew management agencies.
• Knowledge of IATA regulations and maritime visa requirements.
• Familiarity with international travel restrictions and crisis management.

Work Conditions:

• On-call availability to handle urgent crew travel issues.
• Fast-paced environment requiring coordination across different time zones.

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