Travel Coordinator

Join Fast Track as a Travel Coordinator and take charge of global event travel, making every journey seamless

Fast Track attends 15-20 major international events annually with teams travelling from Malta, Barcelona, and Sweden. Currently, travel logistics are handled ad-hoc by Event Managers, which is inefficient and costly. This role centralises all event-related travel coordination, building vendor relationships, negotiating better rates, and ensuring smooth travel experiences for all attendees. The Travel Coordinator will free up approximately 80 hours per month of senior resource time whilst reducing travel costs by 20%. This is an operational role requiring someone who thrives on organisation, genuinely enjoys logistics coordination, and takes pride in making travel easy for colleagues. Based in Malta for close coordination with Events team and Finance.

Your responsibilities as a Travel Coordinator at Fast Track would include:

Flight Coordination

• Coordinate directly with each individual traveller on flight preferences and requirements

• Book all flights through TravelPerk platform, or via alternative platforms or airlines when required

• Manage seat selections, meal preferences, and special requirements

• Handle flight changes, cancellations, and rebooking

• Ensure all flight bookings are confirmed and documented

Accommodation Coordination

• Coordinate directly with each individual traveller on accommodation preferences

• Book all hotels and accommodation through TravelPerk

• Ensure room preferences and special requirements are met

• Manage check-in/check-out coordination with event schedules

• Handle accommodation issues and changes

Transport & Transfers

• Arrange ground transportation for all event attendees

• Coordinate airport transfers to/from hotels

• Book taxis, car services, or group transport as needed

• Ensure transport schedules align with flight times and event requirements

Travel Insurance Management

• Process travel insurance for all event attendees

• Ensure all travellers are properly covered

• Maintain insurance documentation and records

• Handle insurance claims when needed

Travel Pack Preparation

• Create comprehensive travel packs for all attendees

• Include itineraries, booking confirmations, contact details, event information

• Provide maps, venue details, and emergency contacts

• Ensure packs are distributed before travel dates

TravelPerk Platform Management

• Manage all bookings within TravelPerk system

• Ensure platform is updated with all travel arrangements

• Maintain accurate records of all bookings and costs

• Generate reports from platform for budget tracking

• Troubleshoot platform issues and liaise with TravelPerk support

Expense Management

• Process all travel-related expenses

• Reconcile expenses with Finance team

• Ensure proper documentation for all spend

• Track expense submissions and approvals

• Coordinate with travellers on expense queries

Budget Management & Reporting

• Track travel spending across all events

• Maintain up-to-date budget tracking showing all costs

• Provide regular budget reports to Head of Events Operations

• Identify cost-saving opportunities

• Alert management to budget concerns proactively

Vendor Relationship & Negotiation

• Build relationships with preferred airlines, hotel chains, and travel providers

• Negotiate corporate rates for regular travel routes

• Establish preferred vendor partnerships for cost savings

• Source competitive quotes for major event travel

• Manage vendor performance and rate competitiveness

• 2+ years experience in travel coordination, event logistics, or operations coordination

• Strong organisational skills with exceptional attention to detail

• Proficiency in Excel/Google Sheets for budget tracking and reporting

• Experience with travel booking platforms and systems

• Demonstrated ability to negotiate with vendors for better rates

• Excellent communication skills in English (written and verbal)

• Calm under pressure with ability to handle last-minute changes

• Proactive problem-solver who anticipates issues

• Service-oriented mindset focused on making travel easy for colleagues

• Ability to work independently with minimal supervision
  
  

Nice-to-haves:

• Events industry or business travel management experience

• Knowledge of international travel requirements and visa processes

• Experience with expense management systems

• Multi-lingual capabilities (Maltese, Spanish, Italian advantageous)

• Background in hospitality, tourism, or travel industry

• Experience working with cross-functional teams

• Familiarity with ClickUp or similar project management tools

Working at Fast Track

Fast Track is a disruptive technology company, recognised as the iGaming industry CRM leader. Fast Track provides a new way of working, enabling teams to focus on innovation and growth. We are a tight unit with a strong culture, and our leadership in tech and the product has attracted high-performance individuals. Fast Track works with hundreds of companies worldwide, with offices in Malta, Sweden, Spain, and the United States, and has been certified as a Great Place To Work®️

Applicants from abroad
Relocation program included (if required); we pay for your flights for you and your family, shipping, and accommodation for the first 2 weeks.

Perks and Benefits of Working at Fast Track in Sliema, Malta

• Great Place to Work® Certified – Officially recognised for our commitment to building an engaging, high-trust culture.

• Collaborative Onsite Work Environment – Be part of a dynamic, innovation-driven team in an open, inspiring workspace.

• Best office on the Island - Work in Sliema with an amazing terrace and sea view

• Be part of our yearly Growth Summit – Join our global team for an inspiring event to connect, collaborate, and celebrate together.

• Parking - Enjoy hassle-free commuting with complimentary parking

• Wellbeing Benefit – We sponsor your well-being activities such as gym memberships or fitness classes to support your health, and feel free to join our internal fitness communities, including (Yoga, Football Padel, and Running)

• Private Health Insurance – Comprehensive coverage for you through Atlas.

• Mental Wellbeing – 24/7 access to mental health support, to support your mental wellbeing needs.

• Top-of-the-line Equipment – Best-in-class MacBooks and all the tools you need to excel.

• Breakfast Every Day – Start your morning with a complimentary, healthy breakfast at the office.

• Mobile Plan - We cover your mobile plan

• Fast Track discounts - Get different discounts from nearby shops and restaurants