Protocol, Ticketing & Hotels Booking Officer Job Desecription | Jobs In Dubai

Protocol, Ticketing & Hotels Booking Officer Job Desecription

Job Overview:

The Protocol, Ticketing & Hotels Booking Officer is responsible for managing the logistics of travel, accommodation, and event protocol for employees, guests, and senior management. This role requires strong organizational, communication, and customer service skills to ensure that all travel arrangements and accommodations meet organizational standards, while also adhering to protocol guidelines.

Key Responsibilities:

Ticketing:

Manage the booking and issuance of flight tickets for employees, guests, and executives, ensuring the most cost-effective and efficient travel options.

Coordinate with airlines, travel agencies, and internal teams to ensure smooth travel arrangements.

Monitor and track travel itineraries, including flight delays or cancellations, and make alternative arrangements when necessary.

Hotel Bookings:

Handle hotel reservations for staff, guests, and visitors, ensuring the best accommodation options based on budget and location.

Negotiate with hotels for group rates or corporate discounts.

Ensure all reservations are confirmed in advance and communicate details with concerned parties.

Event Protocol:

Assist with event logistics, ensuring the proper protocol is followed for guest arrivals, seating arrangements, and hospitality.

Coordinate with external vendors, including caterers, transport services, and security, to ensure smooth events.

Prepare necessary documentation, invitations, and welcome kits for guests or VIPs attending official functions or corporate events.

Travel Itineraries:

Create and maintain travel itineraries for executives and guests, detailing flight information, hotel accommodation, transportation, and event schedules.

Ensure the preparation of required travel documents, such as visas and permits.

Guest Reception & Hospitality:

Provide a high level of customer service to visitors and ensure their needs are met throughout their stay.

Greet and assist visitors and VIPs during their arrival and departure, ensuring adherence to formal protocols.

Coordination & Communication:

Act as the point of contact for all travel-related inquiries and problems.

Liaise with internal departments, vendors, and external service providers to streamline booking and protocol processes.

Maintain accurate records of travel and accommodation bookings.

Budget Management:

Monitor travel budgets and ensure that costs are within the allocated limits.

Provide regular reports to management on travel expenditure and identify areas for potential savings.

Compliance & Policies:

Ensure compliance with corporate travel policies, legal regulations, and protocols.

Stay up-to-date with changes in travel regulations (e.g., visa requirements, travel advisories, etc.).

Qualifications & Skills:

Education: Bachelor’s degree in Hospitality Management, Business Administration, or related field.

Experience: 2-3 years of experience in a similar role, ideally in corporate travel management or event coordination.

Technical Skills: Proficiency in Microsoft Office (Word, Excel, PowerPoint) and familiarity with travel management software or booking platforms.

Communication: Strong written and verbal communication skills, with the ability to interact with various stakeholders, including senior management and external vendors.

Customer Service: Excellent customer service skills with a proactive approach to solving problems and handling requests.

Attention to Detail: Ability to manage multiple tasks, prioritize effectively, and maintain high attention to detail, especially when dealing with travel arrangements or complex bookings.

Personal Attributes:

Highly organized and capable of managing complex arrangements.

Discreet and able to handle sensitive information with confidentiality.

Ability to work under pressure and meet deadlines.

Excellent interpersonal skills and a friendly, professional demeanor.

Additional Requirements:

Willingness to work flexible hours, including evenings or weekends, for event coordination or travel emergencies.

Ability to travel occasionally for work-related assignments or site visits.