Associate Travel Coordinator

• Coordinate internal data collection (corporate statements, invitation letters, employer statements, etc) required for the immigration applications to be provided to the global immigration provider and ensure that up to date corporate documents are available for the immigration procedures at all time 

• Organize signature collection for visa supporting documents 

• Coordinate translation services (notarized or sworn translations if needed); 

• Coordinate legalization services 

• Coordinate internal/external courier services for immigration related documents 

• Support business travellers to obtain the mandatory health insurance statements with Vanderlande’s corporate insurance broker 

• Manage alignment between the global immigration provider, Vanderlande and its travellers for the global individual visa, work permit and residence permits 

• As the Associate Travel Coordinator, you will play a crucial role in ensuring compliance with posted workers regulations across various EU member states. 

• This position involves managing the notification process, maintaining accurate records, and liaising with our service provider to ensure that they can submit the notifications complete, accurate and timely. 

• Oversee the end-to-end process of notifying relevant authorities in multiple EU member states about posted workers. 

• Ensure timely submission of accurate and complete notifications in accordance with local regulations. 

• Collaborate with legal and compliance teams to interpret and implement relevant regulations. 

• Maintain organized and up-to-date records of all posted workers notifications, including relevant documentation and communication with authorities. 

• Act as key contact for internal stakeholder on this topic or align International Mobility managers on this Topic. 

• Act as Vanderlande’s go to person for employees who receive support from the global immigration provider 

• Act as a deputy if the traveller is not able to complete the immigration process themselves 

• Coordinate authorization of out of scope service requests from the global immigration provider 

• Checking of invoices, internal cost charging, cost center codes of the global immigration supplier 

• First line support via Top desk on global immigration process related questions from travellers and (project) managers 

• Support in complaint handling and ensure escalation towards the International Mobility department for compliance related matters 

• Be the ambassador of the global online immigration process 

• Responsible for new joiners' process introduction 

• Updating immigration process related documents  

Responsibilities for Travel: 

• Assist in booking multi destination flights and any other difficult travel arrangements through designated travel agency 

• Act as deputy in case employee cannot book trip themselves 

• Act as key contacts between Vanderlande and travel agent 

• Deliver reporting on travel from travel agent reporting tool 

• Assist in booking cost effective Apartments for long stays 

• Arranging taxi transportation 

• Assist in finance tasks like submitting statements on timely basis clearing dues, help with reconciliation, etc. 

• First line support with Top Desk with Travel process 

• First line support for OBT’s Globally 

• Monitoring Online Booking tool performance for Support in preparing TMC reporting 

• Support in data analysis of reporting from suppliers like CWT, MobileXpense, hotels, airlines etc. 

• Support in monitoring SLA scores of suppliers. 

• Provide training to key users and or employees 

• Be the ambassador of the Travel Process in Vanderlande! 

• Developing and maintaining internal working relationships with stakeholders like finance, sales, purchasing, HR etc. 

• Identify savings opportunities, efficiency and process enhancements 

• Support in global travel projects, on efficiency, process and savings 

• Support in sourcing initiatives 

• Updating travel related documents (FAQ, presentations etc.) 

• Support in complaint handling 

• Backup role for travel coordinators in EMEA/US (during vacation, etc.) 

• New joiners VI introduction 

• Point of contact for travel insurance related questions (out of scope of IAG) 

• Arrange Certificate of Coverage for international travel 

Education & Experience: 

• Full time Bachelor’s degree from a reputed university 

• Relevant 3-5 years’ experience in Travel & Immigration