(Assistant) Officer, Business Travel Services

Job Purpose

To support users in hotel room and air-ticket reservations for both domestic and international business trips, ensuring seamless travel arrangements in compliance with company policies and regulations.

Key Accountabilities

• o    Provide users with information related to hotel room and air-ticket reservations, including domestic and international flight schedules, lists of hotels with corporate rates, required travel documents, boarding rules, and prohibitions.
  o    Facilitate users in coordinating with travel agencies, airlines, and hotels for bookings, ticket issuance, and refunds (if applicable).
  o    Standby 24/7 on a rotation basis as a helpdesk to address urgent travel-related inquiries or issues.
  o    Arrange and coordinate events as assigned, including those in upcountry locations, ensuring all logistical requirements are met.
  o    Advise and recommend users on company rules, regulations, and best practices related to hotel and airline selection, reservations, and travel arrangements.
  o    Coordinate with users and government authorities to gather necessary documents for business travel arrangements and visa applications (e.g., sponsor letter, visa exemption for official passport, completed visa application forms, application letters).
  o    Process and follow up on visa applications to ensure timely approvals.
  o    Participate in hotel inspections as assigned by the supervisor to ensure quality and compliance with company standards.
  o    Verify invoices and clear business travel expenses in compliance with company policies.
  o    Contribute to the achievement of the department’s objectives by ensuring efficient and accurate travel arrangements.

Professional Knowledge & Experiences

• o    Bachelor of Arts (BA) in Tourism or higher in a related field.
  o    Minimum of 10 years of experience in travel coordination, ticketing processes, or related roles (experience as a ticket agent or with hotel wholesalers is preferred).
  o    In-depth knowledge of Global Distribution Systems (GDS) such as Amadeus, Sabre, or Galileo, and related skills in airline ticketing, hotel bookings, and travel itinerary management.
  o    Familiarity with commercial plane types, specifications, air ticket bookings, hotel safety inspections, terms and conditions, ISOS, IATA standards, cost optimization, and travel technology.
  o    Proficiency in using Microsoft Office and other travel applications.
  o    Ability to learn and effectively use internal applications as required for the role.
  o    Excellent communication, interpersonal, and customer service skills.
  o    Service-minded with a proactive and solution-oriented approach.
  o    Patience and the ability to handle complex or challenging situations with a calm and professional demeanor.
  o    Proven ability to work as part of a team, demonstrating collaboration, adaptability, and a proactive attitude.

Job End Results

• Ensure the accuracy and smoothness of business travel arrangements.
• Provide timely confirmation or cancellation of travel arrangements to users.
• Resolve travel-related issues promptly through 24/7 support on a rotation basis.
• Offer well-reasoned advice and recommendations to users regarding company rules, regulations, and practices for travel arrangements.
• Maintain strong relationships with travel agencies and government authorities to ensure smooth operations and coordination.
• Keep up-to-date information on schedules, rules, and obligations related to business travel.
• Ensure compliance with company policies, rules, and regulations.
• Maintain quality standards through hotel inspections and invoice verification.

Work Location

Bangkok-Thailand