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Travel and Event Hotel Executive (6 month contract) in Manchester at UBM EMEA

Date Posted: 1/19/2019

Job Snapshot

Job Description

As an employee of UBM you will have access to a positive company culture, a flexible and professional environment, extensive Employee Benefits and a commitment from us that we will invest in developing your talent.  


To work within the Portfolio Support team ensuring that all aspects of staff travel are dealt with in a timely manner sourcing the most cost effective options at all times. Additionally booking travel and hotels to Routes events for Routes & ASM employees, hosted airline and conference attendees and other invited guests, taking into consideration the event budgets and ensuring cost effective bookings are made.

Principal Duties and Responsibilities:

  • To obtain a minimum of three quotes per travel request sourcing the best fares for the journey required
  • To ensure that the relevant approval has been obtained before booking any travel
  • To ensure the most cost effective option is booked taking into account the duty of care for all staff / travellers
  • To keep up to date with visa regulations, travel advice and vaccinations required to advise travellers accordingly
  • To assist with visa applications where necessary and appropriate
  • To ensure that each member of the team travelling receives full travel confirmations including travel advice for the destination
  • To ensure that all staff profiles are up to date including passport information, company credit card information, emergency contact details and next of kin
  • To manage relationships with Egencia (the booking agent used by UBM) and HotelMap (the approved DMC for all Routes events)
  • To assist in ensuring that all travel and accommodation for hosted airline delegates and conference delegates are booked in accordance with the support budget of the teams involved
  • To assist in keeping the Host & Project Management Team and staff attending the event updated on event travel bookings
  • To ensure that any keep on board information received from HotelMap or the event hotels is added to the database in a timely manner
  • To update the budget tracker after each booking made
  • To assist in travel transactions using the company cards and ensure all costs are reconciled within the finance system regularly to avoid late payment fees
  • To assist at Routes events on-site where necessary and appropriate
  • To assist with office management duties where necessary and appropriate


Job Requirements

Position Requirements:

  • A professional, flexible, proactive and enthusiastic approach to work (some out of office hours working will be required; some travelling may also be required)
  • Industrious and resourceful with the ability to work under pressure to tight deadlines with a minimum amount of supervision
  • Excellent attention to detail
  • Be able to communicate at all levels and form professional relationships with internal and external contacts and customers
  • Highly organised, efficient and adaptable
  • Honest, reliable and trustworthy

Other Preferred Attributes:

  • Experience of booking corporate/business/group travel beneficial, including; flights, trains and hotels
  • Knowledge of Microsoft Office particularly Excel
  • Experience of working on company database systems

UBM is committed to its policy of equal employment opportunity for applicants and employees. Our employment practices are based on each person's skills, abilities and performance. We provide equal opportunity in employment to qualified individuals regardless of age, race, color, religion, sex, sexual orientation, national origin, ancestry, citizenship, gender identity, gender re-assignment, marital or veteran status, disability, or any other basis protected by law. We invite you to be part of an organization that is committed to building a diverse and inclusive culture and to being a responsible, sustainable business.


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