Travel Services Advisor

Overview

Company :

King Abdullah University of Science & Technology Job Purpose The Travel Services Advisor is responsible for the Travel Services operation. This role supervises daily travel activities and monitors contractor performance to ensure the delivery of cost-effective, efficient, and high-quality travel services to KAUST academics and the broader university community. The advisor also ensures strict compliance with the KAUST Business Travel Policy. Major Accountabilities / Responsibilities

Oversee the daily operations of Travel Services. ensure smooth execution and progress of service operations by maintaining compliance with policies, addressing customer inquiries and complaints promptly. Responsible for the timely completion of projects and contract renewals, and will make sure bidding processes are going smoothly by following up with the procurement and business operation team. He will ensure the completion of these tasks in a time. Oversee the travel service providers, assuring full-service requirements are being delivered as specified and addressed promptly and effectively. Manage service contracts by monitoring the KPI’s and ensuring compliance with performance standards. Ensure the accurate and timely submission of KPI reports required for the issuance of work completion certificates. Monitors travel activities through the use of the SABRE Global Distribution System to ensure the provision of the most cost-effective travel services. Manages Airlines and Hotels Corporate Contracts / Agreements and ensures utilization for effective cost-savings for the University. Assist in developing and implementing Business Travel Guidelines, Policies, and Procedures. Monitor travel expenses and cost analysis through the use of the SAP Travel System Report. Generate a monthly Travel Expenses Report from SAP to be submitted to all proponents. Analyze, assess, and attend to customers’ travel requirements without compromising the established guidelines and policy. Attends to queries and assists the travelers and all users of the SAP Business Travel System, ensuring 100% utilization and efficient use of the system. Ensure all travel requests and travel services provided comply with established and approved KAUST Business Travel Policy and Guidelines. Monitors, investigates, analyzes, and addresses all complaints filed against the contractors and ensures all issues are resolved immediately to the satisfaction of the client. Verify and validate all issued air tickets, hotels, and car rental vouchers against the approved travel request. Conduct daily audits to ensure the Service Provider provides the best available rates and classes, weekly audits to ensure proper documentation, and monthly travel expending analysis. Maintain files, log sheets, records, and documents for accounts and auditing purposes. Review, check, and verify the contractor’s invoices to ensure accuracy of all charges. Keep track of cancelled tickets, hotel, and car rental vouchers and ensure same are properly refunded to KAUST. Motivates personnel using organizational development practices to maximize productivity by emphasizing personal and career development and providing the tools necessary to perform job responsibilities. Provides clear direction and guidance to team members and service partners to ensure alignment with organizational goals and performance expectations. Prepare data analysis and operational reports for management review. Ensure all Standard Operating Procedures (SOPs) are up to date. Conduct process review for continuous improvement of service optimization and cost effectiveness. Perform other applicable tasks and duties assigned by management. Person Requirements

Technical Skills Knowledge of the airlines' Global Distribution System (GDS). Proficient computer skills, particularly in the MS Suite applications. Non-Technical Skills or Attributes Problem-solving and crisis management (e.g., canceled flights, travel disruptions) Ability to multitask and manage client expectations Passion for travel and customer service English communication skills, in speaking, writing, and presenting. Customer-oriented and able to work professionally & diplomatically with individuals at all levels. Demonstrates maturity and excellence in communication, ability to build effective teams, possesses interpersonal communication skills, and the ability to initiate and model positive change. Able to prioritize and juggle complex tasks Strong contracts management / oversight. Strong leadership and team management skills. Strong attention to detail Qualifications

Bachelor’s in business administration / hospitality management / Travel & Tourism or a degree in a related field with proven experience in the travel industry. Experience

Minimum of 3 to 5 years in the travel industry / similar role Strong background in the Saudi Arabia Travel Market. Familiarity with travel regulations (visas, passports, COVID / travel restrictions) Strong geography and destination knowledge Relevant experience working in managing travel agencies is preferred

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