Travel Coordinator

We are seeking an organized and detail‑oriented Travel Coordinator to manage and execute all travel‑related arrangements for staff, artists, VIP guests, and event partners. The role ensures seamless travel logistics, cost‑effective bookings, and exceptional service standards aligned with the organization’s operational and cultural requirements. The ideal candidate will have strong communication skills, experience in managing multi‑destination itineraries, and the ability to thrive in a fast‑paced, event‑driven environment.

• Arrange domestic and international travel, including flights, hotels, ground transportation, visas, permits, and travel insurance.
• Prepare and manage travel itineraries, ensuring accuracy and timely updates.
• Coordinate travel logistics for visiting artists, dignitaries, and VIPs during events and programs.
• Handle last‑minute changes calmly and efficiently.
• Liaise with travel agencies, airlines, hotels, and transport providers to secure competitive rates and preferred arrangements.
• Maintain strong relationships with internal departments, particularly Events, Operations, and HR.
• Negotiate rates, contracts, and service agreements where applicable.
• Ensure all travelers meet visa, passport, and entry requirements for relevant destinations.
• Maintain accurate digital and physical records of all travel arrangements and approvals.
• Ensure travel bookings comply with company policies and budget guidelines.
• Track travel expenses and reconcile invoices with Finance.
• Monitor travel budgets and provide regular reporting on costs and utilization.
• Process travel reimbursements promptly and accurately.