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Job description

Travel & Expenses Coordinator (Job Ref: 26N/TVEX) Randox Laboratories continues to develop disruptive innovations within the Diagnostics and Healthcare sector globally. We are proud to have been named the Number 1 company in Northern Ireland, for the second consecutive year in the Belfast Telegraph Top 100 Companies 2024. Our staff are at the heart of everything we do and achieve. We have a career opportunity for a Travel & Expenses Coordinator within our Travel Department. What does this team do? Our travel department is responsible for managing all aspects of business travel within our organisation. This includes planning, booking, and coordinating travel itineraries for employees, ensuring travel policy compliance, and managing travel budgets. This department also oversees expense reporting and reimbursement processes related to travel, negotiates with travel vendors to secure the best rates, and provides support and guidance to employees to facilitate smooth and cost-effective travel experiences. Location: Randox Laboratories, 55 Diamond Road, Crumlin, BT29 4QY. Contract Offered: Full-time, Permanent. Working Hours/Flexibility: 40 hours per week 7.40am to 6.20pm Tuesday to Friday with a Monday off or 7.40am to 5.20pm Monday to Thursday and 8.40am to 12.40pm on a Friday. You will also be required to cover the out of hours phone on some occasions. What does this role involve? The main function of this role is to research, source, coordinate and book all travel requirements for Randox staff, as well as processing expenses.

Responsibilities

• Ensure all staff comply with the company travel policy.
• Coordinate and book all travel requirements globally and process expense claims in accordance with company travel policy, guidelines and procedures.
• Booking all elements of business travel required in accordance with company travel procedures and budgets.
• Laising with suppliers, sourcing competitive quotes, answering travel related queries and processing expense claims in a timely manner.
• Providing cover for outside of office hours on a rotational basis for any travel emergencies which may arise.
• Verify and process all staff expense claims in accordance with company travel policy, guidelines and procedures.
• Update, record and maintain all travel and expenses expenditure on the Travel/Expenses database and payment log in the correct format.
• Inform staff of visa requirements and assist with any applications required.
• Ensure all company staff credit card statements are reconciled for all trip expenses expenditure.
• Monitor the submission of expense claims and ensure all are received within the required time frame.
• Any other tasks or projects assigned by the Department Manager or Senior Management.

Skills and Qualifications

Essential Skills

• Possess GCSE (or equivalent) in Maths and English Language (Grades A-C).
• Good written and verbal communication skills.
• Strong attention to detail skills.
• Be competent in the use of Microsoft Offices computer applications: Word, Excel and Outlook.
• Currently have the right to work in the UK without visa sponsorship.

Desirable Skills

• Previous experience within a travel department or an administrative role.
• Bachelors degree.
• Previous experience booking business travel
• Previous experience dealing with staff expenses.