International Travel & Mobility Coordinator

Function: Global Travel / Administration / Global Mobility

Location: Hyderabad

Reports to: Head of Finance - Hyderabad

Level: Coordinator / Senior Coordinator

1. Role Purpose

The International Travel & Mobility Coordinator will be responsible for managing end-to-end international travel, visa and immigration coordination, and ground transportation/cab services for employees, executives, visitors and other business travellers.

The role will ensure that all travel is safe, compliant, cost-effective, policy-compliant and delivered with a high level of employee experience.

2. Key Responsibilities

A. International Travel Management

- Coordinate end-to-end domestic and international business travel.
- Arrange and manage:
- International and domestic flights
- Hotels and accommodation
- Rail travel
- Airport transfers
- Rental cars
- Local transportation/cabs
- Prepare detailed travel itineraries and ensure all arrangements are confirmed before departure.
- Manage flight changes, cancellations, delays, rebooking and other travel disruptions.
- Provide 24/7 escalation support for critical travel issues, where required.
- Coordinate travel for executives, senior management, expatriates, employees, consultants and visitors.
- Ensure travel arrangements comply with the company’s Travel Policy and approval matrix.

B. Visa & Immigration Coordination

- Coordinate visa applications for international business travel.
- Support employees with:
- Visa requirements
- Invitation letters
- Appointment scheduling
- Supporting documentation
- Visa application forms
- Passport requirements
- Work permits/business visas where applicable
- Coordinate with embassies, consulates, visa application centres and external immigration/visa agencies.
- Maintain a database of employee visa status, validity and expiry dates.
- Proactively alert employees and management regarding upcoming visa/passport expiries.
- Maintain accurate records of visa applications and outcomes.
- Ensure travel is undertaken only after required documentation is available.




- Maintain knowledge of changing visa and entry requirements across key countries.

C. Cab & Ground Transportation Management

- Manage employee airport transfers and local business transportation.
- Coordinate corporate cab/ground transportation vendors.
- Maintain preferred vendor arrangements and service standards.
- Manage cab bookings for employees, visitors and executives.
- Monitor service quality, punctuality, safety and employee feedback.
- Validate invoices and resolve billing discrepancies.
- Track transportation spend and identify opportunities for cost optimisation.
- Ensure appropriate escalation procedures are available for travel emergencies.

D. Travel Vendor Management

- Coordinate with Travel Management Companies (TMCs), airlines, hotels, cab providers and visa agencies.
- Monitor vendor performance against agreed SLAs.
- Review service quality, pricing and responsiveness.
- Support vendor onboarding and periodic performance reviews.
- Identify opportunities to consolidate suppliers and improve commercial terms.

E. Travel Policy & Compliance

- Ensure all travel arrangements comply with the company’s Travel Policy.
- Review and escalate policy exceptions for appropriate approval.
- Maintain travel documentation for audit and compliance purposes.
- Ensure traveller information is accurate and up to date.
- Support duty-of-care requirements by maintaining accurate traveller itineraries and emergency contact information.

F. Travel Cost & Reporting

- Monitor travel expenditure against approved budgets.
- Review travel invoices and supporting documentation.
- Track flight, hotel, visa and ground transportation costs.
- Prepare monthly travel MIS covering:
- Travel spend
- Visa spend
- Cab/ground transportation spend
- Number of travellers
- International trips




- Cost per trip
- Policy exceptions
- Vendor performance
- Identify opportunities for cost savings and process improvement.

3. Stakeholder Management

The role will interact with:

- Employees and senior management
- Executive assistants
- HR / Global Mobility
- Finance
- Procurement
- Security / Risk Management
- Immigration and visa consultants
- Travel Management Companies
- Airlines and hotels
- Cab and ground transportation providers
- Embassies / Consulates

4. Required Skills & Experience

- 3–6 years of experience in corporate travel, travel management, mobility, visa coordination or a similar role.
- Strong experience handling international travel.
- Practical knowledge of visa and immigration processes.
- Experience managing travel agencies/TMCs and transportation vendors.
- Solid knowledge of airline, hotel, rail and ground transportation booking processes.
- Excellent coordination and organisational skills.
- Strong attention to detail.
- Ability to handle multiple urgent requests simultaneously.
- Strong communication and stakeholder-management skills.
- Good working knowledge of MS Excel, Outlook and Microsoft 365.
- Experience with corporate travel platforms such as Amadeus, Concur, Navan, Cytric or similar systems is desirable.
- Excellent written and spoken English; additional European/local languages are an advantage.

5. Key Competencies

- International Travel Management
- Visa & Immigration Coordination
- Vendor Management
- Cost Management
- Customer/Employee Service
- Problem Solving
- Attention to Detail
- Stakeholder Management
- Confidentiality
- Crisis & Travel Disruption Management
- Process Improvement

6. Key Performance Indicators (KPIs)

- Visa processing turnaround time
- % of travel completed without documentation issues
- Travel policy compliance
- Travel cost savings
- Vendor SLA compliance
- Cab/transportation service quality
- Invoice accuracy
- Employee satisfaction
- Number of travel disruptions successfully resolved
- Timely renewal of visas/passports
- Travel spend versus budget

📌 International Travel & Mobility Coordinator (Hyderabad)
🏢 Xander Talent
📍 Hyderabad