Travel Coordinator

The Travel Coordinator is responsible for coordinating and administering all travel and site mobilisation arrangements for STELO employees and contractors across Africa.
This includes managing flights, visas, travel insurance, in-transit accommodation, ground transport, site medicals, and PPE issuance in coordination with client travel and site management teams.

The role ensures that all personnel are fully compliant, fit, and equipped before mobilisation, and that all travel logistics are arranged safely, efficiently, and cost-effectively in accordance with company and client requirements.

• Arrange and confirm all domestic and international travel for STELO personnel to and from operational sites.
• Coordinate flights, airport transfers, in-transit accommodation, and site transport.
• Prepare and distribute travel itineraries to travellers and line managers.
• Ensure compliance with client travel protocols and site access requirements.
• Maintain up-to-date knowledge of routes, restrictions, and immigration requirements.

• Coordinate visa applications, work permits, and other travel documents for all employees.
• Track expiry dates for passports, visas, and other critical documentation.
• Liaise with embassies, consulates, and government offices as required.
• Maintain accurate, confidential records of travel documentation.

• Arrange all pre-deployment and return-to-work medical examinations in accordance with client and country requirements.
• Track medical expiry dates and ensure personnel remain compliant with fitness standards.
• Coordinate procurement, issue, and replacement of PPE (personal protective equipment) for personnel as required for site deployment.
• Maintain accurate records of issued PPE and medical certifications.
• Liaise with HR, HSE, and Operations to ensure all mobilisation requirements are met before travel.

• Arrange and maintain travel and medical insurance coverage for all travellers.
• Verify that all travellers have valid insurance prior to departure.
• Monitor travel alerts, security advisories, and regional health requirements.
• Communicate risks and travel advisories to travellers and managers as needed.

• Liaise with client travel departments, travel agencies, and accommodation providers to secure and coordinate bookings.
• Communicate closely with Operations, HR, and Payroll to align travel with rotation schedules and leave cycles.
• Provide prompt assistance to travellers for changes, emergencies, or delays.
• Maintain professional relationships with key service providers to ensure quality and reliability.

• Maintain a centralised travel and mobilisation database, capturing bookings, costs, and documentation.
• Prepare monthly travel and mobilisation reports, summarising expenditure, travel patterns, and compliance status.
• Ensure all travel-related costs are accurately allocated to the correct project or cost centre.
• Reconcile supplier invoices and assist with travel-related cost control and budget tracking.

• Internal: Travel Administrator, HR, Operations, Payroll, Project Managers, HSE Department
• External: Client travel teams, travel agents, airlines, medical service providers, visa agencies, insurance brokers, accommodation and transport suppliers

• Certificate in Travel Management, Business Administration, or Logistics (or equivalent).
• Minimum 3-5 years experience in a travel coordination, logistics, or mobilisation role ideally within the mining, energy, or engineering sectors.
• Experience working with African travel logistics, visa processes, and medical compliance.
• Familiar with travel booking systems, vendor management, and cost reconciliation.
• Proficient in MS Office; experience with travel or ERP software advantageous.

• Strong planning and coordination skills
• Excellent communication and interpersonal ability
• High attention to detail and record-keeping accuracy
• Problem-solving and flexibility under pressure
• Financial and cost-control awareness
• Knowledge of medical and safety compliance for site mobilisation
• Customer service orientation and responsiveness
• Fluent in English (required); French proficiency advantageous

• Reliable, organised, and proactive
• Professional and service-oriented
• Calm under pressure and able to multitask effectively
• Culturally sensitive and adaptable
• Integrity and confidentiality in handling personal and travel information

• Location: Paarl, Western Cape, South Africa
• Reports To: Travel Administrator
• Contract Type: Permanent, full-time
• Working Hours: Standard business hours with flexibility to support after-hours travel issues
• Remuneration: Market-related, commensurate with experience