Shipboard Crew Travel Agent

Job Summary

The Shipboard Crew Travel Agent is tasked with coordinating and managing comprehensive travel arrangements for cruise ship crew members. This role involves booking flights, accommodations, and ground transportation, ensuring alignment with crew schedules and company policies. The agent will liaise closely with the crew, Shipboard HR, and onboard hotel operations to deliver seamless travel logistics while maintaining high service standards and cost efficiency.

Responsibilities and Accountabilities

Travel Coordination

• In coordination with Scheduling Managers and Shipboard Crew Accountants, arrange and book all travel needs for crew members, including flights, accommodations, and transportation, adhering to company policies and international visa requirements.
• Align travel schedules with embarkation and disembarkation timelines, ensuring smooth transitions.
• Manage last-minute travel changes or emergencies, including cancellations, delays, and rebookings.

Communication & Support

• Serve as the primary contact for crew members and crew accountants for travel-related matters.
• Assist with travel inquiries, visa applications, and documentation for assignments.
• Provide 24/7 support for travel emergencies to ensure assistance is always available.

Vendor Relations & Negotiation

• Collaborate with the company’s air department to build strong relationships with airlines, hotels, and transportation providers.
• Negotiate contracts to secure favorable rates and quality services.
• Monitor vendor performance and address discrepancies or service issues.

Budget Management & Reporting

• Oversee travel budgets to ensure cost-effectiveness while upholding service standards.
• Track and analyze travel expenses, providing regular reports to management.
• Identify trends and recommend strategies for cost optimization.

ARC Reconciliation and Reporting

• Perform invoice reconciliation by accurately verifying and matching all tickets issued through GDS and third-party consolidators with Airlines Reporting Corporation (ARC) reports. Promptly identify and resolve discrepancies, ensuring timely and efficient processing of reconciled invoices by the accounting department. Manage Debit and Credit Memoranda to address billing adjustments and maintain accurate financial records.

Compliance & Documentation

• Ensure all travel arrangements adhere to international travel regulations, maritime laws, and company policies.
• Maintain accurate records of tickets, itineraries, and invoices.
• Assist in preparing necessary documentation, including visas and permits.

Process Improvement

• Identify and implement opportunities to enhance travel processes, efficiency, and crew satisfaction.
• Stay informed about industry trends, airline policies, and emerging travel technologies.
• Collaborate with HR and marine operations teams to streamline travel workflows.

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Functions, duties, responsibilities, and activities may change at any time with or without notice.

Requirements

Education: High school diploma or equivalent; a degree in Travel Management, Business Administration, or related fields preferred.

Experience: Minimum of five (5) years of experience in travel planning, focusing on cruise vessel shipboard crew or corporate travel.

Skills/Qualifications:

• Expert level proficiency in travel booking systems (e.g., GDS Amadeus, Sabre).
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint programs.
• Excellent communication and customer service skills, with the ability to engage effectively with multicultural teams and clients (crew).
• Strong organizational skills with the ability to manage multiple travel tasks concurrently.

• Capacity to handle pressure and respond to emergencies or last-minute adjustments.
• Flexibility to work evenings and weekends, accommodating global time zones.
• Crisis communication experience and ability to operate calmly in high pressure and/or short-deadline situations.

• Must be highly detailed-oriented with strong organizational and follow-up skills.

• Team player with a positive attitude who works well cross-functionally.

• Resourceful, creative self-starter who takes initiative to learn processes and get things done with little supervision.

• Ability to multi-task and thrive in a fast-paced environment

Expected Hours of Work

The position is full-time and frequently requires working additional time outside of normal business hours.