Travel & Event Coordinator

Apply here: https://recruitcrm.io/apply/17822066812700066047KNl

Job Brief​​​​​​​

We are seeking a highly organised and detail-oriented Travel & Event Coordinator to support the delivery of corporate travel programs, incentive trips, conferences, and bespoke events. This role is responsible for managing complex travel logistics, delegate registrations, supplier coordination, and event administration, ensuring a seamless experience for clients and attendees from planning through to execution.

Working within a fast-paced corporate environment, the successful candidate will coordinate multiple programs simultaneously while maintaining exceptional service standards, financial accuracy, and operational efficiency. This role is ideal for a travel or events professional with strong GDS experience, excellent stakeholder management skills, and a passion for delivering outstanding client experiences.

Responsibilities

Event & Program Coordination

• Event Management Support: Assist the Event Management team in planning, coordinating, and delivering corporate events, incentive travel programs, conferences, and bespoke experiences.
• Program Coordination: Manage multiple active programs, clients, and event portfolios simultaneously while ensuring project milestones and deadlines are achieved.
• Stakeholder Communication: Maintain clear and consistent communication with clients, suppliers, delegates, and internal teams throughout each project lifecycle.
• Supplier Management: Build and maintain relationships with domestic and international suppliers while negotiating rates, contracts, and service arrangements.
• Budget & Quality Control: Support the delivery of high-quality event outcomes while adhering to client budgets, timelines, and operational requirements.

Travel Management

• Travel Logistics Coordination: Arrange and manage domestic and international travel logistics, including flights, accommodation, transfers, and related travel services.
• Group Travel Management: Coordinate group flight bookings, block seat allocations, delegate movements, and travel extensions across multiple programs.
• Flight Quoting & Routing: Source and compare airfare options through airlines, consolidators, and booking platforms to secure cost-effective travel solutions.
• Itinerary Development: Prepare detailed group and Flexible Independent Travel (FIT) itineraries tailored to client and delegate requirements.
• GDS Operations: Manage flight reservations, seat allocations, ticketing, and booking amendments through Amadeus and airline booking systems.
• Passenger Data Management: Maintain accurate passenger records, including personal information, emergency contacts, frequent flyer details, and travel preferences.
• Travel Advisory Support: Provide guidance on airfare conditions, payment schedules, cancellation policies, visa requirements, and travel-related regulations.
• Travel Documentation: Coordinate travel insurance documentation and assist with visa processing requirements where applicable.

Event Technology & Delegate Services

• Registration Management: Build, launch, and manage event registration portals, websites, and mobile applications through EventsAir.
• Delegate Support: Provide exceptional customer service via phone and email while managing registrations, enquiries, and travel-related requests.
• Communications Management: Execute attendee communications, including email campaigns, SMS notifications, event updates, and post-event surveys.

Financial Administration

• Travel Reconciliation: Maintain detailed travel reconciliation reports and booking records using Excel and internal systems.
• Invoice Processing: Prepare and process delegate invoices, supplier payments, and financial transactions using designated job codes.
• Accounts Coordination: Support timely payments to airline consolidators, suppliers, and service providers while maintaining accurate financial records.

Requirements

• Proven experience in corporate travel booking, travel administration, or travel coordination roles.
• Demonstrated experience using Global Distribution Systems (GDS), particularly Amadeus.
• Experience coordinating group travel arrangements and managing flight block allocations is highly regarded.
• Practical experience using EventsAir is highly desirable.
• Strong understanding of corporate travel operations, policies, and client service expectations.
• Excellent verbal and written English communication skills aligned with Australian professional standards.
• Strong organisational skills with the ability to manage multiple clients, programs, and deadlines simultaneously.
• Experience performing travel-related reconciliations, invoicing, and financial administration.
• Ability to work within structured procedures, travel policies, and operational workflows.
• Familiarity with Australian and New Zealand corporate travel environments is highly regarded.

Software Proficiency

• Global Distribution Systems (GDS) – Amadeus
• Event Management Platforms – EventsAir
• Business Management Software – Odoo
• Productivity Tools – Microsoft Excel, Word, and Microsoft Office Suite
• Collaboration Tools – Google Workspace (Gmail, Google Drive)

Education

• Bachelor’s Degree in Hospitality & Tourism Management, Event Management, Business Administration, or a related field.
• Technical qualifications, GDS certifications, or travel industry certifications will also be highly regarded.

Personal Attributes

• Highly organised and process-driven, with exceptional attention to detail and data accuracy.
• Professional and customer-focused, with a commitment to delivering outstanding client and delegate experiences.
• Calm and composed under pressure, particularly when managing schedule changes, travel disruptions, or high-volume worklo.
• Self-motivated and capable of managing multiple concurrent projects with minimal supervision.
• Strong problem-solving skills with the ability to proactively identify and resolve logistical challenges.
• Reliable and accountable, taking ownership of tasks and delivering outcomes within agreed timeframes.
• Adaptable and resilient within a fast-paced environment where priorities may change quickly.
• Collaborative team player who communicates effectively with clients, suppliers, delegates, and internal stakeholders.

Time Zone: Australian Business Hours Applicant Location: Must be located in the Philippines

About Outdesk

Outdesk is the collaboration of Filipino and Australian professionals who shared a common goal to deliver a better offshore staffing solution to the SME market. We wanted to make it easier for businesses to engage, implement & manage a Philippines based staff member.

Employee Benefits

• Paid Leave
• 13th Month Pay

• SSS

• Philhealth
• Pag-Ibig

• BIR

• HMO