Travel Assistant - Adzuna : Job Details

Ideas | People | Trust

We’re BDO. An accountancy and business advisory firm, providing the advice and solutions entrepreneurial organisations need to navigate today’s changing world.

We work with the companies that are Britain’s economic engine – ambitious, entrepreneurially-spirited and high-growth businesses that fuel the economy - and directly advise the owners and management teams that lead them.

We’ll broaden your horizons

Working with every department at BDO, our Finance team helps us meet relevant legal requirements that ensure our firm operates effectively in a tightly-regulated field. They implement strategies that help us innovate – like combining new technology with traditional financial processes to make us even more digital. As part of this friendly team, you’ll enjoy flexible hours and have opportunities to take responsibility for the delivery of quality work. With your colleagues behind you, you’ll embrace change, new ideas and have an impact on the future of our firm

We’ll help you succeed

Leading organisations trust us because of the quality of our advice. That quality grows from a thorough understanding of their business, and that understanding comes from working closely with them and building long-lasting relationships.

You’ll 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 BDO’s partners to help businesses effectively. You’ll be encouraged to identify and draw attention to opportunities for enhancing our delivery and providing additional services to organisations we work with.

In this role you will provide support to the travel arrangers and the employees and partners of the firm that are required to undertake business travel. Service levels underpin the firm’s commitment to the delivery of exceptional client service.

You will also:

• 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 BDO and note any discrepancies between the charges and the invoices.
• Assist the BDO 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 BDO 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 BDO.
• 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.

You’ll be someone with:

• 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.

You’ll be able to be yourself; we’ll recognise and value you for who you are and celebrate and reward your contributions to the business. We’re committed to agile working, and we offer every colleague the opportunity to work in ways that suit you, your teams, and the task at hand.

At BDO, we’ll help you achieve your personal goals and career ambitions, and we have programmes, resources, and frameworks that provide clarity and structure around career development.

We’re in it together

Mutual support and respect is one of BDO’s core values and we’re proud of our distinctive, people-centred culture. From informal success conversations to formal mentoring and coaching, we’ll support you at every stage in your career, whatever your personal and professional needs.

Our agile working framework helps us stay connected, bringing teams together where and when it counts so they can share ideas and help one another. At BDO, you’ll always have access to the people and resources you need to do your best work.

We know that collaboration is the key to creating value for the companies we work with and satisfying experiences for our colleagues, so we’ve invested in state-of-the-art collaboration spaces in our offices. BDO’s people represent a wealth of knowledge and expertise, and we’ll encourage you to build your network, work alongside others, and share your skills and experiences. With a range of multidisciplinary events and dedicated resources, you’ll never stop learning at BDO.

We’re looking forward to the future

At BDO, we help entrepreneurial businesses to succeed, fuelling the UK economy.

Our success is powered by our people, which is why we’re always finding new ways to invest in you. Across the UK thousands of unique minds continue to come together to help companies we work with to achieve their ambitions

We’ve got a clear purpose, and we’re confident in our future, because we’re adapting and evolving to build on our strengths, ensuring we continue to find the right combination of global reach, integrity and expertise. We shape the future together with openness and clarity, because we believe in empowering people to