Reed Accountancy are current partnered with a leading organisation in the Crawley area in the recruitment of a Travel Accounts Assistant to join their existing team. As Travel Accounts Assistant you will be someone who is both comfortable working proactively and managing your own tasks, as well as confident collaborating with others and communicating regularly with senior managers, directors, and partners to help businesses effectively. In this role you will provide support to the travel arrangers and the employees and partners of the organisation that are required to undertake business travel.
As Travel Accounts Assistant duties will include:
- Review the list of outstanding hotel invoices and contact the necessary hotels to obtain these invoices. Track retrieved invoices daily and maintain an updated list of outstanding invoices that require collection from hotels.
- Report to the Travel Operations & Security Manager when a hotel is unresponsive or claims that the invoice has already been provided to the Travel Management Company.
- Cross-reference received invoices with the charges incurred by company and note any discrepancies between the charges and the invoices.
- Assist the Travel Team with coordinating hotel payments that need to be completed via bank transfer by collaborating with the payments team and travel arrangers to ensure all tasks are completed promptly, ensuring payment is made before the traveller checks out of the hotel.
- Support the Travel Team in cataloguing insurance claims related to business travel bookings by submitting claims to the insurer for review and informing the claimant about the approval or denial status.
- Review expense reports to verify that no claims include hotel costs paid by organisation.
- Monitor travel and home hubs bookings to ensure compliance with corporate travel policies.
- Identify and report any out-of-policy bookings to the appropriate Lead Partners.
- Conduct manual monitoring of travel to high-risk locations by assisting with securing ground transportation and support vendor management activities, coordinating with consultants to ensure accurate completion of risk assessments before departure and manually entering all travel details into the Healix International Travel Security Database.
- Provide stakeholders across the business with travel information where applicable – Travel Policy, Travel Security, Travel Insurance, and Egencia.
Requirements:
- Intermediate/Advanced Word, Excel, PowerPoint and Outlook
- Previous experience arranging travel for a large organisation
- The ability to handle multiple tasks simultaneously in a fast-paced environment
- Strong communication skills - must be able to communicate effectively with employees at all levels within the organisation with tact and with a high level of cultural sensitivity
- The ability to multitask - dealing with competing requests in a confident and mature manner, weighing up urgency and deadlines to decide on priorities and advising managers when they can expect their work if unable to process promptly.
- A flexible approach with a willingness to make a contribution to the wider team.
An exciting opportunity to join this long established client in the local area so don't delay apply now!