H&MV Engineering

Job Title: Travel & Accommodation Coordinator

Location: Frankfurt or Berlin, Germany.

Reporting to: Travel & Accommodation Lead

About H&MV Engineering

H&MV Engineering is a global leader in high-voltage electrical engineering, powering the transition to a sustainable future. We're at the cutting-edge of renewable energy, data centres, and complex utility projects - powered by a commitment to continuous improvement and innovation.

Our foundation is built on safety, collaboration, and respect. These values shape how we work, how we lead, and how we grow. And at H&MV Engineering, growth isn't just a goal- it's a mindset.

We invest in our people, offering opportunities to develop, lead, and shape the future of energy. We value passion, motivation, and problem-solving skills, and we believe that diverse perspectives fuel better outcomes.

We're not here to keep up-we're here to lead.

About the Role:

The Travel & Accommodation Coordinator will be responsible for managing all aspects of employee travel and accommodation arrangements across H&MV projects. The role involves coordinating flights, hotels, workforce accommodation, lease agreements, vendor relationships, payment processes and accommodation records.

Working closely with Project Teams, Resource Planning, Procurement, Finance, Legal and external suppliers, the successful candidate will ensure that travel and accommodation requirements are delivered efficiently, cost-effectively and in line with company procedures.

Key Responsibilities:

Travel Coordination

• Coordinate domestic and international travel arrangements for employees.
• Prepare and submit travel requests through approved travel partners.
• Source suitable flight and hotel options in line with project schedules and budgets.
• Review travel itineraries and obtain management approval.
• Communicate confirmed travel arrangements to employees.
• Maintain travel records and update resource planning schedules.
• Coordinate travel changes, cancellations and emergency travel requests.
• Liaise with travel providers to resolve booking issues.

Accommodation Management

• Source short, medium and long-term accommodation for project personnel.
• Liaise with accommodation agencies, landlords and service providers.
• Assess accommodation requirements including occupancy, parking, Wi-Fi and site proximity.
• Coordinate property viewings and tenant feedback.
• Manage accommodation allocations and occupancy records.
• Coordinate tenant onboarding, move-ins, extensions and departures.
• Ensure accommodation standards meet company expectations and employee requirements.

Lease & Contract Administration

• Manage accommodation lease documentation from initiation through completion.
• Coordinate legal review of lease agreements.
• Liaise with landlords and agencies regarding contract amendments.
• Maintain lease records and signed agreements.
• Track lease renewal and termination dates.
• Support compliance with company contractual and legal requirements.
• Raise internal requisitions and payment requests.
• Prepare cost breakdowns and supporting documentation.
• Coordinate with Project Quantity Surveyors regarding budgets and approvals.
• Liaise with Procurement and Finance teams regarding purchase orders and payments.
• Monitor invoice processing and payment status.
• Maintain accurate financial records related to accommodation costs.

Stakeholder Management

• Serve as a point of contact for travel and accommodation matters.
• Build strong relationships with employees, managers, suppliers and service providers.
• Resolve travel and accommodation issues efficiently.
• Support onboarding of new accommodation suppliers when required.

Reporting & Administration

• Maintain accommodation trackers and travel records.
• Produce reports relating to accommodation occupancy, lease status and travel activity.
• Ensure all records are accurate and up to date
• Support continuous improvement initiatives within travel and accommodation processes.

Key Requirements:

• Minimum 2 years' experience in administrative, coordination, logistics, travel, accommodation or workforce planning role.
• Experience coordinating multiple activities simultaneously in a fast-paced environment.
• Experience dealing with external suppliers and service providers.
• Strong administrative and document management skills.
• Exceptional organisational skills and attention to detail.
• Strong verbal and written communication skills.
• Ability to build relationships with internal and external stakeholders.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and manage competing priorities.
• Excellent Microsoft Office skills, particularly Excel, Outlook and Teams.
• High level of confidentiality and professionalism.
• Experience within construction, engineering, utilities or project-based environments.
• Experience arranging international travel.
• Experience sourcing accommodation or managing lease agreements.
• Exposure to procurement or finance administration processes.

Key Performance Indicators:

• Travel arrangements completed accurately and on schedule.
• Accommodation secured within agreed budgets and timelines.
• Accuracy of accommodation and lease records.
• Timely processing of requisitions and payments.
• Employee satisfaction with travel and accommodation arrangements.
• Compliance with company procedures and approval processes.
• Effective management of lease renewals, extensions and terminations.

H&MV Engineering is an Equal Opportunity Employer

We value diversity and are committed to creating an inclusive environment for all employees.

Ready to energise your career?

Join our inclusive team and help build a brighter, more sustainable future- one project at a time.