Sodexo has an exciting opportunity for an experienced Flights and Accommodation Coordinator to be part of our dynamic team, based in Balcatta.
Our Travel and Accommodation Team is responsible for arranging and booking site travel, including flights, room bookings and vehicle hire, for our internal Sodexo customers. The team is part of our broader Australian Command Centre, providing front line services and customer support. You will be responsible for coordinating flight, room, and rostering requests for Sodexo operations staff travelling to site on a permanent roster, along with facilitating travel arrangements for agency staff to provide relief operations cover.
This position is office based, in our Perth Support Centre.
Responsibilities of the role:
Flight & Room Rostering
- Receive and review new permanent employee information in preparation to request flight and room rosters.
- Submit requests to client to create flight and room rosters for new permanent on-site Sodexo employees based on data extracted from workforce planning rosters and rotational room plans.
- Process flight and room roster amendment requests for permanent employees including unplanned absence, leave and terminations.
- Process roster amendment requests based on operational requirements such as fly day and swing adjustments.
- Liaise closely with site managers to ensure notification of travel changes are efficiently provided to reduce flight penalty costs.
- Process roster amendment requests resulting from agency staff cancellations and changes.
- Liaise closely with Workforce Planning Team to ensure effective adherence to agency staff travel deadlines.
Profile Maintenance
- Create and maintain traveller profiles in external systems, capturing accurate personal details, SAP data and frequent flyer numbers for both charter and commercial flights.
- Update and maintain SAP ID data to ensure travellers are compliant to travel to site.
Room Optimisation
- Maintain and update rotational room planning for Sodexo allocated rooms across all sites.
- Ensure room management data is efficiently updated to enable accurate visibility of room availability.
- Conduct room optimisation reviews and audits to ensure ongoing alignment with client utilisation KPI’s.
Travel & Accommodation Booking
- Process travel and accommodation bookings for permanent and relief employees travelling via commercial and charter flights.
- Process emergency flight changes, such as early departures, and adhoc relief coverage bookings.
- Process bookings for bulk commercial flights based on roster data (bus drivers, property).
- Assist with processing travel and accommodation bookings for non-site-based employees, as required.
Quality Assurance
- Update and maintain flight log to accurately reflect travel bookings for data and auditing accuracy.
- Review flight no-show costs resulting from processing errors or delays by Travel & Accommodation Team.
- Reconcile month end reporting data for charter and commercial flights against flight log/no show reports.
- Proactively escalate issues to Travel and Accommodation Manager which require client liaison.
- Lead by example, ensuring standards and processes are consistently adhered to.
- Participate with the review and development of processes and ongoing continuous improvement activities.
Customer Service & Support
- Consistently provide quality customer service and lead a positive example to Travel & Accom Coordinators.
- Provide support to Travel and Accommodation Coordinators with non-complex escalations and queries and assist with onboarding new team members.
- Demonstrate professional and effective communication with colleagues and internal and external stakeholders.
- Align to team rostering requirements and business needs, providing weekend coverage where required.
Who are we looking for?
We’re looking for someone who thrives in a fast-paced, high-volume environment, where customer focus and teamwork is paramount. You take pride in delivering work to the highest standard, with excellent time management and attention to detail. You are comfortable to work independently and communicate with stakeholders at all levels.
