Travel Coordinator - Russian Speaker (Head Office)

We’re Hiring: Corporate Travel Coordinator – Russian Speaker

Location: Head Office | Full-TimeWe are looking for a highly organised, proactive, and detail-oriented Corporate Travel Coordinator – Russian Speaker to join our Head Office team.In this role, you will take ownership of all corporate travel and visa arrangements for employees across the organisation, including senior management and executives.

From coordinating international flights and accommodation to managing visa applications, travel documentation, and last-minute changes, you will ensure every trip is planned efficiently, accurately, and seamlessly.The ideal candidate is service-oriented, discreet, and capable of managing multiple travel requirements while providing a high level of support to employees and senior leadership.Key ResponsibilitiesCorporate Travel ManagementCoordinate all domestic and international business travel arrangements for employees, senior management, and executives.Manage flight bookings, hotel reservations, airport transfers, ground transportation, and detailed travel itineraries.Handle travel requests, amendments, cancellations, upgrades, and special arrangements in line with company policies and approval procedures.Coordinate executive travel requirements with a high level of attention to detail, discretion, and confidentiality.Liaise with travel agencies, airlines, hotels, and other service providers to secure suitable and cost-effective travel options.Monitor travel schedules and proactively manage disruptions, urgent requests, and last-minute changes.Ensure travellers receive accurate itineraries, booking confirmations, and all necessary travel information.Visa and Immigration CoordinationManage visa arrangements for employees travelling internationally for business purposes, including visa applications, supporting documentation, appointments, and application tracking.Coordinate business visas, entry permits, and other relevant travel authorisations based on destination and traveller requirements.Liaise with embassies, consulates, visa application centres, immigration authorities, and external service providers as required.Ensure passports, visas, invitation letters, travel insurance, and other required documents are prepared and available within the necessary timelines.Monitor visa processing timelines, passport validity, and entry requirements to minimise travel delays or disruptions.Maintain accurate records of visa applications, approvals, expiries, and related documentation.Provide guidance to employees and senior management on visa requirements and required documentation before travel.Coordinate urgent visa requests and escalations, ensuring all arrangements are completed within required deadlines.Administration and Stakeholder ManagementAct as the main point of contact for corporate travel and visa-related enquiries across the organisation.Work closely with HR, administration, finance, and other departments to coordinate employee travel requirements.Maintain organised records of bookings, travel expenses, invoices, and supporting documents.Monitor travel costs, support budget management, and identify opportunities to improve efficiency and value.Ensure compliance with company travel policies, approval workflows, and applicable travel and immigration requirements.Handle sensitive employee and executive information with professionalism and strict confidentiality.RequirementsFluency in Russian and English, both written and spoken.Previous experience in corporate travel coordination, travel management, visa processing, immigration coordination, or a similar role.Demonstrated experience managing end-to-end travel and visa arrangements for employees; experience supporting senior management or executives is highly desirable.Knowledge of international visa procedures, entry requirements, and travel documentation.Experience liaising with travel management companies, airlines, hotels, embassies, consulates, and visa service providers.Excellent organisational and time-management skills, with strong attention to detail.Ability to manage multiple requests, prioritise urgent matters, and meet strict deadlines.Strong communication, problem-solving, and stakeholder management skills.Proficiency in Microsoft Office; familiarity with corporate travel booking platforms is an advantage.A high level of discretion, professionalism, accountability, and customer service.What We’re Looking ForWe are seeking a dependable professional who can independently manage the organisation’s corporate travel and visa requirements from start to finish. You should be comfortable supporting employees at all levels, including senior management, handling confidential arrangements, anticipating potential issues, and ensuring all travel and visa documentation is completed accurately and on time.How to ApplyIf you have experience in corporate travel management and visa coordination, are fluent in Russian and English, and thrive in a fast-paced head office environment, we invite you to apply.Join our team and play a key role in ensuring seamless corporate travel and visa support across the organisation.