Manager of Travel and Transportation Services

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Job Description:

Travel Services Management:

* Oversee and manage the relationship with an external travel agency, ensuring that it provides high-quality and cost-effective services for domestic and international travel arrangements.

* Develop and implement travel policies and procedures in line with firm standards.

* Ensure the travel agency coordinates all travel-related needs, including flights, accommodations, and ground transportation for attorneys and staff.

* Negotiate and manage contracts with travel vendors, including airlines, hotels, and car rental companies to ensure cost-effective and high-quality service.

* Monitor and analyze travel data to identify trends and opportunities for improvement, travel expenditures and ensure compliance with the firm's travel budget.

* Coordinate with other offices to ensure consistent travel services and adherence to firm-wide travel standards.

Car Services Management:

* Lead and manage a team of dispatchers providing 24/7 car service support to ensure timely and professional service.

* Manage relationships with car service providers, ensuring reliable and high-quality service.

* Develop and maintain a database of preferred car service vendors and drivers.

* Implement safety and security protocols for car services.

* Monitor car service expenditures and ensure cost-effectiveness.

Vendor Management:

* Establish and maintain strong relationships with travel and car service vendors.

* Assist in negotiating service agreements.

* Conduct regular performance reviews and manage vendor(s) against agreed upon Service Level Agreement (SLA).

* Address any service issues promptly and effectively to ensure high service standards.

Advisory and Coordination Role:

* Act as the primary advisor for travel and transportation services for all firm offices, providing expert guidance and support.

* Coordinate with office managers and administrators to ensure cohesive and efficient travel services across the firm.

* Lead initiatives to improve the travel experience for employees, including the implementation of new technologies and services.

Duty of Care:

* Develop and implement duty of care policies to ensure the safety and well-being of all employees during travel.

* Monitor global travel alerts and provide timely information and guidance to travelers.

* Ensure that all travel arrangements comply with the firm's duty of care standards.

* Coordinate with security and risk management teams to manage travel-related risks and emergencies.

Sustainability:

* Promote and implement sustainable travel practices within the firm and coordinate across all offices.

* Work with travel agencies and vendors to prioritize eco-friendly options

* Develop and monitor sustainability metrics related to travel and car services for all offices.

* Educate and encourage staff to make environmentally responsible travel choices.

Budget and Reporting:

* Prepare and manage the travel and car services budget.

* Track and report on travel and car service expenses, identifying opportunities for cost savings.

* Provide regular reports to the Chief Administrative officer on travel and car service metrics.

Compliance and Risk Management:

* Ensure compliance with all relevant travel and transportation regulations.

* Develop and implement risk management strategies related to travel and car services.

* Conduct regular audits of travel and car service activities to ensure compliance with firm policies.

Staff Training and Development:

* Foster a culture of continuous improvement within the travel and car services team.

* Provide training to attorneys and staff on travel and car service policies and procedures.

* Stay current with industry trends and best practices in travel and car services.

Job Requirements:

REQUIREMENTS:
* Bachelor's degree in Business Administration, Hospitality Management, or a related field.
* 5-7 years of experience in travel management, with at least 3 years in a leadership role.
* Proven experience in managing relationships with travel agencies and vendors.
* Proven experience managing a small team of agents working 24/7.
* Strong leadership, negotiation, and contract management skills.
* Excellent organizational and strategic planning skills.
* Strong interpersonal and communication skills.
* Ability to work under pressure and handle emergencies.
* Proficiency in travel management software and online booking tools.

Preferred Qualifications:
* Certification in travel management (e.g., Certified Travel Associate, Certified Corporate Travel Executive).
* Experience in managing international travel.
* Familiarity with legal industry travel needs and requirements.