Coordinator, Travel

Sydney, Australia
Full Time
Experienced
JOB DETAILS
Job Title:               Coordinator, Travel
Reports To:          Manager, Travel
Working Hours:   Normal office hours are 09:00 to 17:00
Place of Work:     AUS HQ, Suite 6, 24/30 Wellington St, Waterloo NSW 2017, Australia
In Office Days:     Monday,Tuesday & Thursday with Wednesday & Fridays being work from home
Other:                    Full Time / Mobile Hybrid Model 
                               Mon/Tues/Thursday- Office and Weds/Fri-WFH

ABOUT RWS GLOBAL
RWS Global is the world leader in groundbreaking live moments across entertainment and sports, creating customized guest experiences spanning theatrical productions, live events, immersive destinations, multimedia and consumer products.
RWS Global is headquartered in New York, London, Cincinnati, Shanghai, Orlando, Sydney and Riyadh with dedicated RWS Studios in NYC and the UK to serve its vast talent pipeline and client base. With a focus on entertainment and sports experiences, RWS Global serves major brands and corporations, theaters, cruise lines, sports properties, live venues, parks, resorts and more. Offering end-to-end services from ideation to operations, RWS Global’s team of world-class designers, creators, producers and visionary talent provide unrivaled scale, producing over one million live moments every day and employing over 8,000 individuals and performers worldwide.  
The RWS Global roster of clients includes Apple, Azamara, The Coca-Cola Company, Commonwealth Games, Crayola, Europa-Park Resort, Ferrari World Abu Dhabi, FIFA, The FRIENDS™ Experience by Original X Productions, Hard Rock Resorts, Hershey Entertainment & Resorts, Holland America Line, Iberostar Hotels & Resorts, International Cricket Council, Invictus Games, Lionsgate, Merlin Entertainments, MSC Cruises, NFL, Six Flags, Space Center Houston, TUI Group, Vera Wang, Warner Bros., Disney’s The Lion King on Broadway, Chicago the Musical, Christmas Spectacular Starring the Radio City Rockettes and more. For more information, visit rwsglobal.com. 


JOB SUMMARY 
The Travel Coordinator plays a key role in delivering seamless, well‑planned travel experiences across a fast‑paced, global business. This is an exciting opportunity for someone with a genuine passion for travel booking who is looking to build and progress their career within an international organization.
You will take ownership of end‑to‑end travel coordination for employees, clients, and executives, carefully managing flights, accommodation, ground transport, and detailed itineraries with a strong focus on efficiency, cost control, and service excellence. Working closely with global travel agencies, suppliers, and vendors, you’ll secure the best travel solutions while providing a responsive, high‑touch experience to stakeholders.
This role is ideal for an enthusiastic travel professional who thrives on detail, enjoys building supplier relationships, and is eager to grow within a dynamic, globally connected company.
The successful candidate must be willing to spend the first 2–4 weeks of the role in the UK for training purposes. Company‑arranged flights and accommodation will be provided for the duration of this period.

KEY TASKS
Role & Responsibilities:
  • End‑to‑End Travel Management: Deliver seamless travel solutions across flights, accommodation, and ground transportation, tailored to individual requirements while aligning with company travel policies.
  • High‑Volume Multitasking: Confidently manage multiple, time‑sensitive travel requests simultaneously, ensuring accuracy, efficiency, and a consistently high level of service.
  • Accurate Record Management: Maintain detailed and well‑organised records of travel bookings, payments, and itineraries to support reporting, audits, and quick reference.
  • Traveller Readiness & Support: Prepare and distribute comprehensive travel packs, including itineraries, maps, guides, and essential destination information as required.
  • Proactive Problem Solving: Anticipate, address, and resolve travel‑related issues swiftly and effectively to minimise disruption and ensure a smooth travel experience.
  • Cost‑Effective Sourcing: Research, compare, and secure competitive travel options that balance budget, location, and traveller needs, while driving cost efficiency.
  • Reservations & Payment Coordination: Manage all bookings, payments, amendments, and cancellations with precision and efficiency.
  • Travel Market Research: Analyse and benchmark travel options to identify the best value solutions and optimise travel spend.
  • Financial & Expense Oversight: Track and reconcile corporate card expenditure, supporting accurate expense reporting.
  • Emergency & After‑Hours Support: Act as an on‑call point of contact for travel‑related emergencies outside standard working hours on a rotating basis, including weekends, as part of the wider Travel Team.
  • Exceptional Customer Service: Provide a responsive, professional, and personable service, ensuring travellers feel supported at every stage of their journey.

Qualifications & Skills:
  • Ability to manage travel‑related issues and emergencies with calmness, efficiency, and sound judgement.
  • Strong verbal and written communication skills, with the ability to liaise professionally with internal stakeholders, external clients, and suppliers.
  • Excellent time‑management and organisational skills, with the ability to prioritise effectively in a fast‑paced environment.
  • Comfortable adapting to and learning new systems, tools, and technologies.
  • A dynamic, proactive, and forward‑thinking professional with an innovative mindset.
  • Demonstrates commitment, reliability, and a strong sense of ownership in delivering results.
  • Ability to work independently using own initiative, while also collaborating effectively within a team.
  • Proven capability to perform under pressure and respond positively to direction from line management and colleagues.
  • Results‑driven, with a clear passion for delivering high‑quality outcomes.
  • Consistently professional, courteous, and efficient in all interactions.
  • Displays enthusiasm, a positive attitude, and a strong commitment to contributing to the continued growth and success of the business.

Experience:
  • Prior experience in travel booking, travel coordination, or corporate travel management is highly desirable.
  • Experience handling flight, hotel, and ground transportation bookings, including changes and cancellations.
  • Demonstrated administrative experience, ideally supporting multiple stakeholders simultaneously.
  • Experience liaising with travel agencies, airlines, hotels, and third‑party suppliers.
  • Confidence managing high volumes of requests while maintaining attention to detail and service quality.
  • Experience working with expense tracking, invoicing, or payment reconciliation is an advantage.
  • Familiarity with corporate travel policies and cost‑conscious travel sourcing preferred.
  • Strong working knowledge of Microsoft Office applications, particularly Excel, for tracking, reporting, and reconciliation purposes.
  • Experience maintaining accurate records, itineraries, and documentation.
  • Exposure to supporting international or multi‑location travel bookings is beneficial.
  • Customer‑facing experience, with a proven ability to deliver a professional and responsive service.

Company Benefits:
  • Competitive Salary
  • Company Pension
  • 25 days paid holiday excluding Bank Holidays
  • Paid parental leave
  • Computer (Mac/Windows)
  • Company Phone Allowance
  • Flexible working (office/remote)
  • Employee Assistance and Wellbeing Programme
  • Childcare Support Policy
  • Employer Sponsored Vision Programme

Please Note: While this is intended to be an accurate description of the job, this is not necessarily an exhaustive list of all responsibilities, duties, skills, efforts, requirements or working conditions associated with the position, and may require that other or different tasks be performed as necessary and assigned.


DIVERSITY AND INCLUSION STATEMENT:
DIVERSE IS WHO WE ARE
Way more than a box to check, diversity is core to RWS Global culture. We value it, promote it, protect it and hire it. All differences are welcome here. We know for a fact that each employee’s individual background, life experiences, knowledge, self-expression, and capabilities are a contribution to our culture, as well as our reputation and achievements.
So, bring all of who you are, no questions asked.
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