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What A Business Travel Manager Does

What does a corporate travel manager do.

A look at what makes up a travel manager’s job description

Travel managers play a critical role in the success of a corporate travel program. But the scope of their job reaches far beyond reserving flights, making hotel reservations, and booking car rentals. Travel managers interact with many – if not all – of the stakeholders in a company to make sure the corporate travel program supports business objectives, aligns with company culture, helps retain talent by keeping travelers happy, and much, much more.

Travel managers oversee and administer corporate travel policies and are traditionally tasked with travel expense management, leading vendor and partner contracts, monitoring business travelers’ needs and identifying cost savings. Their work could also involve procurement or working with external partners to get reimbursements for cancelled trips. It takes years of experience to master all of this. Working with a travel management company (TMC), travel managers make sure your travel program and policies meet the needs of your business and travelers.

Download the toolkit to redesign your travel program

Defining and implementing an effective business travel program is no easy task. Business requirements can change quickly, and the travel program must adapt just as fast. The business travel environment can shift unexpectedly, and the travel manager must proactively put travel policies in place to speed the corporate response and safeguard against risk. Effective business travel programs are built on a foundation of:

• Clearly defined travel policies and procedures
• Easy-to-use travel management tools and technologies
• Traveler safety and risk management tools
• Travel optimization programs

The travel manager works with various stakeholders to build and direct that foundation.

Defining travel policies and procedures

Clearly defined travel policies and procedures help rein in costs and promote traveler wellbeing. Consistency in policy definition and enforcement are key. Because business travel maps to business objectives, there are policies and rules in place that we don’t see when we book our leisure travel.

Corporations may have preferred vendors for hotels and car rentals, for instance. Setting limits for travel, accommodation and per diems can be defined for specific regions and countries and take into account cultural differences in various parts of the world. Duty of care policies also take a front seat when it comes to determining your travel policy.

All of this allows an organization to manage costs, measure return on investment and help keep travelers safe. For instance, NASDAQ discovered the benefits of thinking through their travel policy and leading a change in policy and process that benefitted business travelers’ experiences and the bottom line.

Managing all these moving parts is the role of the travel manager. It’s also the reason that many companies work with a TMC like Egencia. Choosing the right TMC is critical to the success of your travel program. You want a partner with the booking tools and technology that will make it easier for you to manage everything from making travel arrangements to refining the specifics of your travel policies. They should be a leader in the travel industry that’s able to help you negotiate the best rates and discounts for all of your business trips.

Using technology to create a better travel experience

The entire travel booking experience has been changed by technology. Your employees are consumers too, and they expect the same seamless, easy-to-use experience when it comes to business travel. The travel program has to serve them the way they want to be served.

For some, that’s on the web. For others, they want to book a business trip with just a few taps on their phones. Some still want to be able to call someone who will take care of things for them. The booking tools you offer employees have to meet their expectations and requirements, as investment firm West Park Management Services discovered when their switch to Egencia propelled them from 11% online adoption to more than 80% in the first month.

And you have to meet those traveler expectations while satisfying all the organization’s needs for travel program compliance. Today’s travel manager has to strike that balance — meeting business travelers’ needs and those of the business.

Fortunately, technology is available to do that. Beyond the very visible apps and websites, technologies like artificial intelligence (AI) are making it easier for travelers to make the best choices that meet their preferences and stay compliant. Egencia customers are using AI every day, even if they don’t know it. Some of the latest travel technology is working in the background to improve experiences and compliance.

Traveler safety and risk management

As a travel manager, you’re responsible for the health and wellbeing of your business travelers. This falls under the definition of duty of care as a legal principle. Companies are legally required to have safety and security measures in place across all business functions, including travel.

When employees travel, the business is still responsible for them. Where are your employees? What is their situation? Do they need help?

Travel managers need business travel tools that allow them to anticipate issues or contact and locate travelers in a time of emergency. In fact, eight out of 10 companies integrate security factors into their travel policy and many companies have prioritized duty of care as a key component of their travel program strategy.

Crisis management is a critical aspect for the travel manager. Taking care of travelers while they’re on the road is one of the key jobs of the travel manager. In an emergency, you need to know where your travelers are and help them get to safety. When everyone books through the Egencia platform, you can access their location with Traveler Tracker .

Optimizing your travel program

Travel managers add value to the organization with travel program optimization through savings, reporting, duty of care and change and expense management. They are expected to advocate for the advantages that business travel creates. This requires understanding the business well enough to show the value of travel on competitive advantage, revenue and employee retention.

Egencia offers a powerful online platform so that travel managers have the tools to perform the analysis to find cost savings and demonstrate ROI. Egencia Analytics Studio gives travel managers visual dashboards with robust drill-down capabilities to analyze their programs and find cost savings. At  NTT Singapore , they use our data tools to monitor travel spend, analyze travel by individuals or business groups and report back to executives with visual reports on any aspect of their travel program. The company gains actionable insights from their travelers data, and their travelers get to enjoy an easy booking experience that meets their needs.

Corporate travel managers lead the journey

Travel directly affects organizational culture and the bottom line. The travel manager guides the program to serve those aims.

From policies and procedures to choosing the right TMC, corporate travel managers play a key role in building successful organizations.

Looking for better business travel solutions? Get in touch with us.

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Corporate Travel Coordinator

Job summary:.

The Corporate Travel Coordinator will arrange business travel for employees, identifying the most cost-effective and efficient travel arrangements and making necessary reservations for accommodations.

Supervisory Responsibilities:

Duties/responsibilities:.

• Researches and compares available travel and hotel accommodations to identify the best available option for each travel need.
• When travel arrangements are within approved travel reasons and budget limits, makes all arrangements and reservations as requested.
• Prepares travel itineraries and distributes travel arrangements and schedules to all appropriate staff.
• Obtains approval from leadership for travel requests and expenses that exceed established limits.
• Advises travelers of and assists with any need for specialized travel documents such as visas or passports.
• Monitors and facilitates the use of company air travel credit cards, frequent flyer programs, and other applicable rewards and loyalty programs.
• Processes reimbursements for travel expenses.
• Performs other related duties as assigned.

Required Skills/Abilities:

• Excellent verbal and written communication skills.
• Strong working knowledge of the travel industry.
• Excellent decision-making skills with the ability to assess multiple options and to identify the best choice to serve a specified goal.
• Excellent organizational skills and attention to detail.
• Proficient with Microsoft Office Suite or related software.

Education and Experience:

• High school diploma required; some higher education preferred.
• Previous training and experience with SABRE or similar travel software highly preferred.

Physical Requirements:

• Prolonged periods sitting at a desk and working on a computer.
• Must be able to lift up to 15 pounds at times.

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The modern corporate travel manager guide

All you need to know to become a corporate travel manager, the corporate travel manager job description.

• Creating and implementing the company’s corporate travel policy
• Overseeing all travel plans and travel arrangements
• Managing and controlling the travel budget
• Collating and utilizing data
• Implementing the right plans to cover crises, security, and risk management while maintaining a duty of care.

How to become a corporate travel manager

1. get the right education and training, 2. learn gds, 3. start off on the right foot, 4. network, network, network, finally, hone these skills, 1. know the travel industry inside and out, 2. become a master communicator, 3. think strategically, 4. be well-organized, we value the opinion of our customers, and so we asked natalie marcantonio, office manager from quadmark what the key challenges are to becoming a corporate travel manager. check out what she said.

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Travel Manager Job Description

Travel managers direct, administer, and monitor the travel policies, guidelines, and budgets for businesses and travel agencies. When working for travel agencies, they will assist customers with travel plans and itineraries. When working for corporations, they will make business travel arrangements for executives and employees.

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Travel Manager Job Description Template

We are looking for a detail-oriented individual to join our team as a travel manager. The responsibilities of the travel manager include optimizing our travel operations, making travel arrangements over the phone or the internet, providing guidance on travel arrangements, and preparing budget reports.

To be a successful travel manager, you should have a strong working knowledge of travel management processes and excellent attention to detail. Ultimately, a top-notch travel manager is skilled at maintaining positive relationships with airlines and hotels and at providing a smooth travel experience.

Travel Manager Responsibilities:

• Maintaining positive relationships with vendors of direct travel, such as car rentals, hotels, and airlines.
• Negotiating preferred rates with vendors of direct travel.
• Planning travel accommodations, booking flights, hotels, car rentals, and coordinating activities.
• Managing and processing all travel-related documentation, including payments, itineraries, visas, medical, and legal forms.
• Assisting with any travel-related issues that may arise.
• Researching travel deals and evaluating prices and services.
• Arranging travel accommodations for business visitors.
• Creating, optimizing, and monitoring corporate travel policies.
• Preparing travel budget reports.
• Analyzing and preparing reports on travel spend.

Travel Manager Requirements:

• A bachelor's degree in tourism, travel or hospitality is required for corporate travel managers.
• A minimum of 5 years experience in the travel industry.
• A minimum of 1 year supervisory experience may be preferred.
• Certification in travel or hospitality may be advantageous.
• Knowledge of travel management processes.
• The ability to build and maintain positive relationships with vendors of direct travel (existing relationships may be advantageous).
• Excellent attention to detail and organizational skills.
• Good communication, customer service, and interpersonal skills.
• A basic understanding of Geography.
• Strong computer skills.

Related Articles:

Travel planner job description, travel agent job description, travel consultant job description, travel manager interview questions, travel planner interview questions, travel agent interview questions, travel consultant interview questions.

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• Corporate Travel Manager Careers: Salary Info & Job...
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Corporate Travel Manager Careers: Salary Info & Job Description

Pros and Cons of a Corporate Travel Manager Career

Corporate travel managers make group travel arrangements on behalf of different companies with duties that include arranging for flights and hotels and providing customer service. While becoming a corporate travel manager can be a solid option, it's important to look at the pros and cons of the job so you can make an informed career decision.

Sources: *The Global Business Travel Association, **Hospitality Net, ***Salary.com

Career Info

Job description and duties.

According to Salary.com , corporate travel managers establish a travel budget and meet a company's travel needs within that budget. They make hotel arrangements, book flights, provide customer service and address any travel problems. They may supervise other people who are also responsible for meeting the company's travel needs. According to Hospitality Net, corporate travel managers also develop travel policies and negotiate with vendors.

As a corporate travel manager, you may work for one business organization and meet their employee's travel needs from within, or you could work for a travel company and have accounts with many clients. Your responsibilities could include maintaining client relationships, managing a company's travel finances, hiring and firing employees, negotiating accounts and getting good rates on flights and hotels.

Career and Salary Info

The Global Business Travel Association (GBTA) reported in its 2012 Travel Management Compensation and Benefits Survey that corporate travel managers made an average salary of about $92,000 as of November 2012 ( www.gbta.org ). Separately, the GPTA's 2014 Travel Management Compensation and Benefits Survey revealed average annual compensation for all travel management professionals saw a 6% increase from 2013-2014 to $112,000.

Career information isn't available specifically for corporate travel managers. However, other positions in the travel industry are expected to experience either little to no change or decline in the coming years. For instance, according to the U.S. Bureau of Labor Statistics (BLS), the job growth for flight attendants and travel agents is expected decline by 7% and 12% from 2012-2022, respectively, while jobs for lodging managers should see little to no growth at just a 1% increase during that decade. However, the GBTA reported that business travel spending increased by 27% in 2014, which is great for the industry.

What Do Employers Look for?

There's no specific degree path required to become a corporate travel manager, but a bachelor's degree is required by most employers. By earning a Bachelor of Business Administration degree and studying travel and hospitality management, you can obtain training in financial management, sales, marketing, leadership and customer service. This can prepare you to become a corporate travel manager by developing your skills in:

• Problem solving
• Customer service
• Decision making

Job Postings from Real Employers

Most employers want their corporate travel managers to have at least a bachelor's degree. They prefer someone with experience in the travel industry who is able to meet their client's needs, manage other employees, solve problems and build accounts. The following are a few job listings for corporate travel managers to give you an idea of the type of skills and experience employers were advertising for as of March 2012.

• A travel agency in San Francisco was looking for a travel manager with a background in sales and at least one year of experience. The employer's ideal candidate would be detail-oriented, able to work individually or on a team, have a positive outlook and be able to offer excellent customer service.
• A Rhode Island travel company requested a corporate travel account manager with 3-5 years of experience in the travel industry and the ability to work under pressure, multi-task and solve problems. The employer preferred someone who could make business travel arrangements and work with a team to prepare travel plans.
• An entertainment company in Chicago advertised for a travel manager with a 4-year degree and at least five years in the travel industry who could negotiate with airlines, hotels and other travel vendors to make international and domestic travel arrangements. The ad stated that the ideal candidate would know how to use airline reservation software, know how travel and hotel industries work and have good problem-solving skills.
• A Baltimore travel management company wanted a corporate travel account manager with five years of experience in the corporate travel industry for a home-office position to draft travel policies and maintain customer relationships. The employer wanted someone who was organized, self-motivated and able to work in a high-pressure environment.
• An aviation company in Des Moines, Iowa, advertised for a corporate travel manager to provide on-site customer service, control expenses and manage staff. According to the job posting, the ideal person would have a college degree, five years of corporate travel experience, 2-3 years of managerial experience, be familiar with how travel agencies work, be able to work weekends and have problem-solving, analytical, management, communication and organizational skills.

How to Stand Out in the Field

Although most employers require a bachelor's degree, additional training can help you stand out. For instance, some schools offer specializations in travel and tourism management, travel industry management or hospitality management that can provide training in both business administration and the travel industry. You'll acquire cultural sensitivity, familiarity with making travel reservations and experience in event management. You could also complete an internship at a travel agency or a travel company, where you can get real-world experience making reservations, preparing travel accounts and using travel software.

Get Certified

The GBTA began offering a Global Travel Professional certification in March 2012 that involves passing a 150-question exam. You could also become a Certified Government Travel Executive, which involves completing different courses over a 2-year period, according to the GBTA. These optional certificates can help you stand out and make you more employable as a corporate travel manager.

Other Careers to Consider

Lodging manager.

If you're not sure that becoming a corporate travel manager is right for you, you might consider a career as a lodging manager. According to the BLS, lodging managers run hotels and make sure that the guests have a good experience. They can expect a median annual salary of around $47,000, as of May 2010, and only a bachelor's degree is required.

Destination Marketing Manager

Destination marketing managers promote travel spots and attractions to get travelers to visit those locations. You must have a bachelor's degree, preferably with training in marketing and tourism or hospitality. The job includes developing plans and creating promotional material. The BLS reported that marketing managers could expect an annual salary of around $110,000 as of May 2009, adding that destination marketing managers may earn less than this amount.

Resort Activities Director

If you enjoy planning events and still want to work in the travel and tourism industry, a career as a resort activities director could be for you. Activities directors fall into the general category of recreation workers, and they work for cruise ships and resorts, where they plan activities, such as cookouts, ice skating, wine tastings and games that draw tourists in and ensure they're having a good time. A bachelor's degree is usually required for this position and computer, leadership and communication skills are necessary. According to the BLS, recreation workers made a median annual wage of around $22,000 as of May 2009; however, the BLS noted that activities directors generally reported higher earnings than that median.

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Travel Agent Job Description

Travel agent duties & responsibilities.

To write an effective travel agent job description, begin by listing detailed duties, responsibilities and expectations. We have included travel agent job description templates that you can modify and use.

Sample responsibilities for this position include:

Travel Agent Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Travel Agent

List any licenses or certifications required by the position: TICO, GDS, CTC

Education for Travel Agent

Typically a job would require a certain level of education.

Employers hiring for the travel agent job most commonly would prefer for their future employee to have a relevant degree such as High School and Collage Degree in General Education, Associates, Education, Business, Tourism, Hospitality, Communication, Marketing, Business/Administration, Design

Skills for Travel Agent

Desired skills for travel agent include:

Desired experience for travel agent includes:

Travel Agent Examples

• Microsoft Word (.docx) .DOCX
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• Responsible for the successful completion of travel arrangements within CWT and client guidelines, meeting the standards of excellent customer service
• Active participant in formal in house training class for up to 12 weeks and/or on the job training learning the reservation process, computer reservation system (CRS), customer service standards and the account specifics
• Learning to apply the customer service, computer reservation system (CRS), and specific account standards after completing in house training class, utilizing resources available to them
• Follow Training guidelines
• Creates domestic reservations for clients to include air, hotel, rail, and ground transportation
• Supports accounts
• Receives direction and supervision from a range of positions, including but limited to the training liaison, training manager, lead travel counselor, supervisor and/or manager
• Interacts with traveler or travel arranger, and provides 1st level of support for customer service and technical issues
• Booking travel requirements - to include air, hotel, rail and car hire - both within the UK, Europe and further afield
• Being aware of their travel budgets and offering advice on the best deals available
• You will strengthen the CWT brand
• Ticketing and researching ticketing problems
• Quality control of ticketing and reservations
• Research and obtain competitive rates, utilizing knowledge of preferred vendor programs
• Perform accounting and financial duties including invoicing and cost allocations
• 40 hour work week, some overtime may be required
• Ticketing reservations and making any necessary changes and amendments as plans change or are cancelled
• Delivering first-class customer service each and every time you answer a call or email
• Previous travel industry experience - this might be flight centre/low cost fares or leisure/retail/tour ops
• A good working knowledge of GDS/CRS - ideally Sabre
• Fares and Ticketing knowledge- we offer a route to formal certification if needed
• A welcoming telephone manner - a clear and confident command of English is essential
• Good worldwide geography and keen attention to detail
• Familiarity with and, with minimal assistance, capable of utilizing ARC Agent's Handbook and standard travel reference material for airline, rail, hotel/resort, information to efficiently and effectively accommodate Agency clients
• Utilize GDS to research and secure reservations
• Utilize ARC Agent’s Handbook and standard travel reference material for airline, rail, and hotel/resort
• You need to be able to lift and move travel stock and other materials (up to 25lbs)
• You must be available to work most Saturdays and some evenings to support goal achievement
• You need to be able to pass comprehensive criminal background check and thorough hair sample drug screening
• We prefer candidates with at least 2 years of successful retail sales or banking experience or a leisure travel agency background within a goal orientated environment
• We prepare all of our Travel Agent Trainees for their new role by ensuring their successful completion of our Travel Agents Trainee program which requires some travel for training
• Our Agents are more likely to succeed if they are proficient with various internet search engines, Microsoft Office and the ability to quickly transition from one vendor system to another while typing at least 30WPM
• And services
• Handle changes to travel itineraries as needed (flights, cars)
• Booking all travel requirements for our business travel clients
• Handling any amendments, cancellations and schedule changes as they arise
• Delivering exceptional customer service for each and every client
• Making professional and accurate business travel arrangements for our corporate accounts including air, car, hotel, and ground transportation reservations, familiar with domestic and international travel
• Providing solutions to travel related problems clients may have experienced with arrangements during after-hours or emergency situations
• Sales skills - You'll have that edge when it comes to sales and understanding how to provide amazing customer service
• Travel experience - You'll be a globe trotter who has an incurable case of the travel bug, demonstrated of course by having visited a variety of overseas destinations
• Academic achievements - You'll have been a high flyer with academic accomplishments
• Monitor unused tickets for refund and exchange purposes
• Qualify traveler’s pre-trip approval and departmental reporting conditions
• Work with Aviation and Fleet Lead to schedule company jet and fleet cars
• Update and maintain Traveler Profiles in the GDS and/or online booking tool as needed
• Identify and resolve errors during weekly review of Travel Management Reports
• Make recommendations for new properties during annual hotel negotiations as needed, and verify negotiated rates are loaded in GDS
• Maintain Q-Minders to automate due dates for payments and all reservation follow-up
• Completes Bon-Voyage and other lead follow-up as required
• Experience in Corporate / Leisure Travel
• FCM Corporate Travel Agents will receive a base salary (paid hourly) plus uncapped monthly incentives
• Ensure all hotels reservations adhere to company policy
• Ensure all hotels reservations are booked within city rate cap, secure client negotiated rate in preferred properties or lowest available room rate for non-preferred properties
• Support the team with UK & Continental rail, online fulfilment and other travel services
• Develop and maintain an excellent rapport with preferred suppliers
• Be fully conversant with all travel related services offered by the company
• Attend and contribute to office/team meetings as appropriate
• Assist with the development and/or review of travel related processes
• Provide and track meeting planning services for both domestic and international functions and events
• One (1) year of experience booking domestic and international travel in WorldSpan or other Global Distribution System (GDS)
• Knowledge of passport and visa processing
• Ability to give full attention to what other people are saying, taking time to understand the points being made, asking questions as appropriate, not interrupting at inappropriate times
• Experience with meeting and company event planning
• Communicate travel options with conference participants and/or group bookers
• Search for possible itineraries with respect to BCD Meetings & Events preferred suppliers
• Request and negotiate rates with airlines to meet the goals and objectives of the client
• Create customer contracts, set up deadlines and inform customers accordingly
• Issue transportation documents according to the specific rules of each project and ensure the correct administration
• Manage changes and cancellations
• Invoicing of deposits and sold products to clients, follow up on client payments and the after sales process
• Organization - Maintain Q-Minders to automate due dates for payments and all reservation follow-up
• Quality Standards – Completes Bon-Voyage and other lead follow-up as required
• Handle inbound sales calls from prospective passengers, identify their needs and provide a solution, sell the Viking Cruises benefits and complete the reservation booking process*
• Certified Travel Counselor (CTC) certification
• 40 hour work week, some overtime may be required.Other duties as assigned
• Shift hours work schedule
• Experience with at least one GDS reservations system(s)
• Experience booking International travel preferred
• Experience with Group bookings preferred

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