Admin and Travel Assistant at mDoc Healthcare

About the Role

We are seeking a qualified candidate to join our team in a key administrative and travel coordination position. You will be responsible for managing corporate travel, coordinating workshops and visits, organizing team events, and ensuring compliance with company travel policies.

Key Responsibilities

Corporate Travel Management

• Develop, implement, and maintain corporate travel policies in collaboration with HR, Finance, and Team Leads
• Arrange and book all travel for employees, including incoming staff visits to headquarters and outgoing staff travel for meetings, conferences, and field visits
• Ensure all travel aligns with budgetary constraints and policy guidelines
• Manage relationships with travel agencies, airlines, hotels, and car rental services to negotiate the best rates and ensure cost-efficient travel solutions
• Oversee corporate hotel agreements and ensure that preferred accommodations are available for employees at discounted rates

Workshop & Visit Coordination

• Plan and organize all workshops, meetings, and site visits, ensuring seamless logistics and scheduling
• Prepare agendas, itineraries, and schedules for staff, partners, and stakeholders attending workshops or site visits
• Coordinate all venue bookings, including meeting rooms, conference spaces, and any necessary catering services
• Handle travel-related reimbursements and expense tracking in coordination with Finance

Team Meetups & Internal Events

• Ensure that all teams in cities where there are two or more staff members meet once a month for team-building and collaboration
• Work with teams to ensure these meetups happen regularly and within budget
• Book event spaces or restaurants as needed and manage related expenses

Policy Development & Compliance

• Review and update travel policies and procedures to ensure compliance with company goals and cost-effectiveness
• Collaborate with HR and Finance to revise policies as needed based on industry trends and company needs
• Monitor travel spend and identify opportunities for cost savings without compromising employee safety or convenience

Qualifications & Requirements

• Bachelor's degree in Business Administration or related field