Regional Travel Consultant

Clarivate Analytics - Philadelphia, PA3.4

Full-time
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Clarivate Analytics clients are the trailblazers and risk takers who come up with life-changing ideas. We're looking for our own trailblazers to help us keep providing clients some of the world's most trusted brands, spanning scientific and academic research, patent analytics, pharmaceutical and biotech intelligence and IP management.

We're an independent owned company with a rich heritage and a bold entrepreneurial mission. If you're excited by the thought of helping people and organizations go from new ideas to life-changing innovations faster, we're excited to consider you for a position at Clarivate.

Position Title: Regional Travel Consultant

Department: Sourcing & Procurement/Travel

Location: Philadelphia, PA

Reports to: Manager, Corporate Programs - Travel, Corporate Card, and Expense Reporting

Summary:
The Regional Travel Consultant is primarily responsible for assisting in the management and control of Clarivate Analytics travel program and expenses; promoting adherence to company travel policies and procedures, on-boarding and training of new employees in the use of online booking tools, promotion of the use of the lowest cost transportation and lodging, maintenance of travel agency employee profile database, management of the use of the Corporate Business Travel Account, day to day liaison with American Express Travel to resolve service issues and introduction of new and upgraded products and services that will enhance Clarivate Analytics’ travel program and user experience.

Travel Program Responsibilities:
Support of the American Express GBT travel program in North American and will partner with the Travel Consultant in the UK to assist with EMEA and Asia-Pac regions including training and education of employees along with American Express GBT representatives.
Daily review and maintenance of Clarivate Analytics employee profile database for new and terminated employees (information would be provided by Human Resources) as well as any changes to employee department codes or company travel card.
Onboard/train staff regarding on-line bookings utilizing Concur or similar online booking tool – target online booking adoption rate is 95%.
Ensure that employees are aware of the company travel policy, American Express transaction fee structure, advising employees regarding company expectation to use on-line booking for routine trips vs calling a travel representative.
Daily review of traveler’s trip itineraries to ensure employees are booking online, in compliance with policy and opting for the lowest rates for air and hotel rather than personal preference or rewards driven choices. Notify employees and their managers of exceptions. Escalate unresolved issues.
Monitor and trouble-shoot any online booking tool functional or latency issues working with American Express Account Management. Escalate and notify users of any extended periods of latency or down time.
Monitor, trouble-shoot and escalate any unresolved invoice/email notification issues working with local American Express account representatives.
Ensure that online booking tool pre-trip authorization rules are working and maintained – contact American Express to resolve.
Ensure that any required internal pre-trip authorizations have been obtained before allowing the booking, cancel any trips that are unauthorized.
Manages Guest Bookings (authorized non FTE travel requests)
Continually review online booking tool hotel, air and car rental rates to ensure contracted rates are loaded timely and available and preferred vendors/rates are highlighted appropriately in Concur and with our TMC.
Liaise with employees to answer questions regarding travel, training and escalation of service issues to American Express GBT and ensure timely complaint resolution.
Book travel on local BTA card for new employees, employees who are infrequent travelers, or employees unable to obtain a corporate travel card.
Check monthly BTA card invoice to ensure accuracy of transaction fees and BTA travel transactions. Request credits from American Express for any agreed mis-charges and track that they are applied on a timely basis.
Ensure that air and car rental travel rewards, unused tickets are utilized to avoid loss of credit.
Support the negotiation and administration of Clarivate Analytics’ direct hotel contracts recommend new hotels to contract with based on volume of bookings – recommend new hotels to contract with based on booking volume or rate reduction opportunity.
Provide backup to Americas Travel Consultant as required – coordinate coverage for PTO, illness, etc.
Liaise with employees to answer questions regarding travel, training and escalation of service issues to American Express and ensure timely complaint resolution.
Generates reports from World Aware/WorldCue, GBT InSights and Cognos for compliance and rates.
Provides backup for Expense & Card team, including audit and Card program administration (corporate card/Purchasing card)
Maintains Lens Travel Center intranet site
Traveler Care Responsibilities

Monitor American Express’ and regional government travel advisories regarding significant delays and critical travel warnings worldwide with Duty of Care provider
In the event of a critical delay or travel warning check with American Express if there are any Clarivate Analytics travelers in or arriving in the affected area(s). If yes, endeavor to directly notify traveler and admin of the critical advisory. Escalate as appropriate to inform management and HR of any traveler who may be involved in a significant delay or unsafe situation. Assist any travelers who may be having difficulty rearranging travel plans. Keep American Express informed of events. Seek credits where applicable.
Notify and advise any employee that may have future travel booked to a region experiencing significant delays or a travel advisory warning. Assist any travelers with travel cancellations and credits where applicable.
Update local online booking tool landing page with important and critical traveler advisories, online booking tool functionality charges or policy change news.
Support booking of annual regional SKO travel.
Support booking of annual President’s Club travel.
Support Guest Bookings
Sourcing Responsibilities

Provide support to International Procurement Specialist role as required
Other

Process Business Card orders for new employees and employee changes.

Required Skills:
Bachelors Degree preferred
3-10+ years experience with travel program management.
Report writing (Cognos reporting & Insight reporting) experience a plus
Knowledge of Concur online booking tool (others a plus), excellent PC skills, i.e., use of MS Outlook, Word, Internet Explorer, Excel (pivot table/vlookup)
Excellent written and oral communication and interpersonal skills, organization and planning skills. Multi-lingual a plus.
Excellent customer service skills, ability to tactfully address confrontational situations due to conflicts with travel policy, travel delays or difficulty in booking travel arrangements.

It is the policy of Clarivate to provide equal employment opportunity (EEO) to all persons regardless of age, color, national origin, citizenship status, physical or mental disability, race, religion, creed, gender, pregnancy, sex, sexual orientation, gender identity and/or expression, genetic information, marital status, status with regard to public assistance, veteran status, or any other characteristic protected by federal, state or local law. In addition, Clarivate will provide reasonable accommodations for qualified individuals with disabilities.