International Travel & Mobility Coordinator

International Travel & Mobility Coordinator

Function: Global Travel / Administration / Global Mobility

Location: Hyderabad

Reports to:Head of Finance - Hyderabad

Level: Coordinator / Senior Coordinator

1. Role Purpose

The International Travel & Mobility Coordinator will be responsible for managing end-to-end international travel, visa and immigration coordination, and ground transportation/cab services for employees, executives, visitors and other business travellers.

The role will ensure that all travel is safe, compliant, cost-effective, policy-compliant and delivered with a high level of employee experience.

2. Key Responsibilities

A. International Travel Management

• Coordinate end-to-end domestic and international business travel.
• Arrange and manage:
• International and domestic flights
• Hotels and accommodation
• Rail travel
• Airport transfers
• Rental cars
• Local transportation/cabs
• Prepare detailed travel itineraries and ensure all arrangements are confirmed before departure.
• Manage flight changes, cancellations, delays, rebooking and other travel disruptions.
• Provide 24/7 escalation support for critical travel issues, where required.
• Coordinate travel for executives, senior management, expatriates, employees, consultants and visitors.
• Ensure travel arrangements comply with the company's Travel Policy and approval matrix.

B. Visa & Immigration Coordination

• Coordinate visa applications for international business travel.
• Support employees with:
• Visa requirements
• Invitation letters
• Appointment scheduling
• Supporting documentation
• Visa application forms
• Passport requirements
• Work permits/business visas where applicable
• Coordinate with embassies, consulates, visa application centres and external immigration/visa agencies.
• Maintain a database of employee visa status, validity and expiry dates.
• Proactively alert employees and management regarding upcoming visa/passport expiries.
• Maintain accurate records of visa applications and outcomes.
• Ensure travel is undertaken only after required documentation is available.
• Maintain knowledge of changing visa and entry requirements across key countries.

C. Cab & Ground Transportation Management

• Manage employee airport transfers and local business transportation.
• Coordinate corporate cab/ground transportation vendors.
• Maintain preferred vendor arrangements and service standards.
• Manage cab bookings for employees, visitors and executives.
• Monitor service quality, punctuality, safety and employee feedback.
• Validate invoices and resolve billing discrepancies.
• Track transportation spend and identify opportunities for cost optimisation.
• Ensure appropriate escalation procedures are available for travel emergencies.

D. Travel Vendor Management

• Coordinate with Travel Management Companies (TMCs), airlines, hotels, cab providers and visa agencies.
• Monitor vendor performance against agreed SLAs.
• Review service quality, pricing and responsiveness.
• Support vendor onboarding and periodic performance reviews.
• Identify opportunities to consolidate suppliers and improve commercial terms.

E. Travel Policy & Compliance

• Ensure all travel arrangements comply with the company's Travel Policy.
• Review and escalate policy exceptions for appropriate approval.
• Maintain travel documentation for audit and compliance purposes.
• Ensure traveller information is accurate and up to date.
• Support duty-of-care requirements by maintaining accurate traveller itineraries and emergency contact information.

F. Travel Cost & Reporting

• Monitor travel expenditure against approved budgets.
• Review travel invoices and supporting documentation.
• Track flight, hotel, visa and ground transportation costs.
• Prepare monthly travel MIS covering:
• Travel spend
• Visa spend
• Cab/ground transportation spend
• Number of travellers
• International trips
• Cost per trip
• Policy exceptions
• Vendor performance
• Identify opportunities for cost savings and process improvement.

3. Stakeholder Management

The role will interact with:

• Employees and senior management
• Executive assistants
• HR / Global Mobility
• Finance
• Procurement
• Security / Risk Management
• Immigration and visa consultants
• Travel Management Companies
• Airlines and hotels
• Cab and ground transportation providers
• Embassies / Consulates

4. Required Skills & Experience

• 3–6 years of experience in corporate travel, travel management, mobility, visa coordination or a similar role.
• Strong experience handling international travel.
• Practical knowledge of visa and immigration processes.
• Experience managing travel agencies/TMCs and transportation vendors.
• Strong knowledge of airline, hotel, rail and ground transportation booking processes.
• Excellent coordination and organisational skills.
• Strong attention to detail.
• Ability to handle multiple urgent requests simultaneously.
• Strong communication and stakeholder-management skills.
• Good working knowledge of MS Excel, Outlook and Microsoft 365.
• Experience with corporate travel platforms such as Amadeus, Concur, Navan, Cytric or similar systems is desirable.
• Excellent written and spoken English; additional European/local languages are an advantage.

5. Key Competencies

• International Travel Management
• Visa & Immigration Coordination
• Vendor Management
• Cost Management
• Customer/Employee Service
• Problem Solving
• Attention to Detail
• Stakeholder Management
• Confidentiality
• Crisis & Travel Disruption Management
• Process Improvement

6. Key Performance Indicators (KPIs)

• Visa processing turnaround time
• % of travel completed without documentation issues
• Travel policy compliance
• Travel cost savings
• Vendor SLA compliance
• Cab/transportation service quality
• Invoice accuracy
• Employee satisfaction
• Number of travel disruptions successfully resolved
• Timely renewal of visas/passports
• Travel spend versus budget