Admin and Travel Assistant at mDoc Healthcare

Key Responsibilities

Corporate Travel Management

• Develop, implement, and maintain corporate travel policies in collaboration with HR, Finance, and Team Leads.
• Arrange and book all travel for employees, including incoming staff visits to headquarters and outgoing staff travel for meetings, conferences, and field visits.
• Ensure all travel aligns with budgetary constraints and policy guidelines.
• Manage relationships with travel agencies, airlines, hotels, and car rental services to negotiate the best rates and ensure cost-efficient travel solutions.
• Oversee corporate hotel agreements and ensure that preferred accommodations are available for employees at discounted rates.

Workshop & Visit Coordination

• Plan and organize all workshops, meetings, and site visits, ensuring seamless logistics and scheduling.
• Prepare agendas, itineraries, and schedules for staff, partners, and stakeholders attending workshops or site visits.
• Coordinate all venue bookings, including meeting rooms, conference spaces, and any necessary catering services.
• Handle travel-related reimbursements and expense tracking in coordination with Finance.

Team Meetups & Internal Events

• Ensure that all teams in cities where there are two or more staff members meet once a month for team-building and collaboration.
• Work with teams to ensure these meetups happen regularly and within budget.
• Book event spaces or restaurants as needed and manage related expenses.

Policy Development & Compliance

• Review and update travel policies and procedures to ensure compliance with company goals and cost-effectiveness.
• Collaborate with HR and Finance to revise policies as needed based on industry trends and company needs.
• Monitor travel spend and identify opportunities for cost savings without compromising employee safety or convenience.

Qualifications & Requirements

• Education: Bachelor’s degree in Business Administration, Hospitality Management, or a related field.
• Experience: Minimum 3-5 years of experience in corporate travel management, event planning, or administrative coordination.

Skills:

• Strong organizational and multitasking abilities.
• Excellent negotiation skills for vendor and travel contract management.
• Proficiency in travel booking platforms and expense management software.
• Strong communication and interpersonal skills to liaise with internal teams and external vendors.
• Ability to work under pressure and handle last-minute changes efficiently.

Preferred Qualifications

• Experience working with international travel bookings and visa processing.
• Familiarity with corporate travel expense tracking and reimbursement systems.
• Prior experience managing remote team travel logistics.

Compensation & Benefits

• Competitive salary based on experience.
• Travel perks and professional development opportunities.
• Access to company benefits, including health insurance and wellness programs.