Travel Coordination Assistant at Destinus

Madrid, Community of Madrid, Spain -

Full Time

Start Date

Immediate

Expiry Date

05 Jan, 26

Salary

0.0

Posted On

07 Oct, 25

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Travel Coordination, Office Administration, Logistics Support, Organizational Skills, Multitasking, Communication Skills, Interpersonal Skills, Problem-Solving, Attention to Detail, Negotiation Skills, Customer Service, Risk Assessments, Microsoft Office, ERP Systems, Travel Booking Systems

Industry

Defense and Space Manufacturing

Description

Imagine this – engineers and technicians are moving across Europe for critical projects, suppliers are flying in for audits, and teams are on the road to make innovation happen. None of it works unless the logistics behind the scenes run seamlessly. That’s where you come in. As our Travel Coordination Assistant, you’ll be the go-to person ensuring our people move safely, efficiently, and without distraction so they can focus on their mission. You’ll be the point of contact for everything travel-related – from hotels and taxis to risk assessments and insurances – keeping our teams supported wherever they go. At Destinus, we are revolutionizing the defense industry with cutting-edge Unmanned Aerial Vehicles (UAVs). Our innovative technologies are designed to meet the unique demands of modern defense operations, delivering unparalleled speed, precision, and cost effectiveness. Destinus partners with government agencies and defense organizations worldwide to provide advanced solutions for mission-critical operations, enabling a new era of efficiency and technological superiority. Join us in shaping the future of defense with groundbreaking aerospace innovations. What You’ll Do Coordinate all aspects of business travel including flights, hotels, transfers, taxis, and restaurants for employees and visitors. Manage travel-related documentation such as cash advances, travel insurance, and expense tracking. Act as the primary point of contact for all travelers, providing guidance and assistance before, during, and after trips. Perform risk assessments for each trip, ensuring compliance with internal policies and safety standards. Liaise with the internal team to secure bookings, negotiate rates, and align travel arrangements with company budgets. Support technicians and engineers traveling to customer sites, suppliers, and production facilities, ensuring smooth logistics tailored to their needs. Monitor and respond to last-minute travel disruptions or emergencies, providing quick solutions to keep schedules on track. Maintain accurate travel records and provide reporting on travel activity, costs, and risks to management. Build and maintain relationships with external providers including travel agencies, hotels, and transport companies to secure reliable services. Ensure consistent communication with internal teams to forecast travel requirements and plan effectively What You’ll Do Proven experience in travel coordination, office administration, or logistics support in an international environment Strong organizational and multitasking skills, with the ability to manage multiple travel requests simultaneously under tight deadlines Fluent in English and Ukrainian are required; Spanish and or Dutch is highly desirable. Excellent communication and interpersonal skills to support technicians, engineers, and managers effectively Ability to handle sensitive information with discretion, integrity, and professionalism A proactive problem-solving mindset with the capacity to remain calm under pressure and adapt to last-minute changes Solid understanding of travel risk assessments, insurance, and compliance requirements Proficiency in Microsoft Office tools (Word, Excel, Outlook, Teams) and experience with ERP or travel booking systems is an advantage Strong negotiation skills when dealing with travel agencies, hotels, and transport providers A customer-service mindset combined with attention to detail to ensure seamless travel experiences Who You Are You are a natural organizer who thrives when everything runs smoothly because of your planning. You anticipate needs before others even notice them, staying two steps ahead to prevent problems and remove obstacles. When last-minute changes happen, you remain calm, resourceful, and quick to find solutions. You balance attention to detail with flexibility, ensuring every trip is safe, efficient, and stress-free. Above all, you enjoy supporting people, whether technicians, engineers, or managers, and you take pride in being the reliable point of contact that makes their work possible. Why Join Us? ✨ The Thrill of the Future – Work on cutting-edge projects that redefine aerospace. ✨ Global Innovation Hub – Collaborate with top engineers from all over the world. ✨ Fast-Paced & High-Growth – Experience the rush of working in a rapidly expanding company. ✨ Real Impact – Your work won’t be theoretical—it will shape the future of flight. Destinus is an equal-opportunity employer. We value diversity in our companies and our teams and do not discriminate based on age, race, religion, color, country of origin, gender, sexual orientation, or disability status. 🚀 Destinus – Challenge the limits of time, space, and human potential.

Responsibilities

Coordinate all aspects of business travel including flights, hotels, and transfers for employees and visitors. Act as the primary point of contact for all travelers, providing guidance and assistance before, during, and after trips.