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

Work arrangement
No