TRAVEL AND FLEET OFFICER

About BIA

BIA Group is active in the sales, rentals and after-sales services of equipment intended for public works, mines, quarries and transport. The Group operates in Europe, Africa and Asia and has more than 1200 enthusiastic employees.

Summary

The Travel and Fleet Officer is one of the points of contact for the BIA travelers and its related entities. The candidate will liaise with travel agency, car rental agencies as well as hotels. The candidate will also be in contact with the administrative teams in other BIA companies and its related entities. The incumbent will be the point of contact for the Fleet Management in Belgium and, finally, will coordinate household moves for Expatriates from one country to another.

What will be your responsibilities?

Global:

• Manage the travel of BIA employees (plane, train, etc)
• Book hotels as well as the eventual cars rental and taxis
• Assist the Travel Consultant in various reports and analysis
• End to End management of the operational Fleet Management for Belgium
• Coordinate the movements of household belongings of expatriates from one country to another

Online Booking System

• Ensure the online booking system is well used by the travelers. To act as a guardian
• Assist travelers to book tickets for low-cost airlines and all travels not managed in the online booking system
• Manage new bookings as well as modifications and cancellations upon requests of the traveler if self service tool is not applicable
• Keep travelers’ database up to date (online tool) in consultation with traveler, N+1, HR and Finance
• Support travelers on the Travel Online Booking tool usage

 

Hotels, cars and taxis booking

• Verification of all information upon receipt of Travel Requests on hotels, cars and taxis bookings
• Request offers from Administrative Teams in other BIA companies and its related entities for hotels outside of GDS (Global Distribution Systems) or directly from hotels to ensure competitive rates
• Send vouchers and reservations to travelers
• Compile cash advance information for travelers from Mauritius
• Follow up and make changes in case of any amendments in bookings

 

Reporting

• Keep the Travel dashboard up to date on the server
• Assist the Travel Consultant in the Non- Conformity Report
• Maintain a weekly record of both incoming and outgoing trips to Mauritius and share this updated list with the General Manager and Human Resource Manager
• Any other reporting

 

Accountancy

• Control every invoice and ensure reconciliation is done- Invoice V/S Payment
• Get in touch with Travel Agency and other suppliers in case of litigation

 

Fleet Management (Belgium)

• Operational point of contact for all drivers and leasing company
• Coordination of the ordering process & end of contract management
• Reporting: Keep an Up-to-date list of active cars and the drivers
• Check and validate invoices from leasing car companies
• Inform the payroll of any deduction if any in respect of the driver’s

 

Household Moves Management

• To assist the expatriates in the movement of their household goods from one country to another
• To request quotes from moving companies and award same after a complete analysis of the service and price
• Creation of Purchase Order (PO) and follow up of invoices till payment
• Follow up with the insurance company in the event of refund to the expats

 

General Human Resources

• Administrative HR tasks such as filing, data entry and analysis
• Any other cognate duties

Tagged as: amadeus, analytics, booking, fleet management., invoicing, travel