Placement Assistant (Travel & Expense) ( Pooling)

 About Penbrothers 

Penbrothers is an HR & remote talent management partner and one of the fastest-growing companies in the Philippines. We provide talented Filipinos with global opportunities in high-growth startups and dynamic companies, from the comfort of their own homes.

About the Client

Our Client is a healthcare-focused technology company dedicated to advancing the health of medicine by providing an ecosystem of products and services that improve medical staffing. Their portfolio includes the largest doctors staffing agency in Australasia and an emerging work-life operating system for medical staff and providers. With innovation at their core, the client is shaping the future of medical work by delivering intelligence, tools, and solutions for healthcare professionals and organizations.

About the Role

As a Travel and Expense Specialist, you will take full ownership of the end-to-end travel logistics and expense reporting for healthcare professionals placed across New Zealand and Australia. Your mission is to ensure that doctors arrive at their assignments seamlessly, with a clear and accurately tracked financial trail. This role is highly specialized, created specifically to prevent missing data, eliminate billing disputes, and ensure a smooth handover to the accounts department.

What you’ll do

• Manage End-to-End Travel Logistics: Coordinate and book domestic flights, accommodations, and car rentals within New Zealand and Australia for locum doctors, ensuring they are positioned to arrive at their placements on time. Close to 45% of all medical placements require travel which translates to roughly 560 bookings per month across the team. 

• Budget & Preference Optimization: Collect travel and schedule preferences from doctors and cross-reference them with strict client/hospital budgets. Use creative problem-solving and research to find ideal, cost-effective options without sacrificing quality.

• Stakeholder Coordination: Act as a central liaison. Package filtered travel options for doctors to review and approve, and then secure the final green light from the destination hospital or clinic prior to finalizing any booking.

• Execute System Bookings: Utilize the online booking platform (Serko) to safely process, confirm, and manage all itineraries.

• Precise Expense Management: Build comprehensive, highly clear expense reports detailing all costs, booking references, and invoices.

• Eliminate Cost Ambiguity: Meticulously document financial breakdowns—explicitly identifying which expenses are covered by the hospital versus instances where a doctor opts for an upgrade and agrees to pay the difference.

• Accounts Handover: Provide complete, easy-to-digest data packets to the internal accounts department so they can seamlessly invoice clients and process payments without delays or write-offs.

What You Bring

• Relevant Experience: At least 3 years of experience in corporate travel coordination, travel agency operations, or a dedicated global travel and expense role.

• Tech-Savviness: Proven familiarity with online travel booking tools and global distribution engines; experience with Serko or similar corporate booking systems is highly preferred.

• Financial Accuracy: Strong attention to detail with an ability to manage budgets, track costings, and organize documentation without missing structural gaps.

• Clear Communication: Excellent written and verbal English skills to navigate conversations between placement leaders, busy medical professionals, and hospital administrators.

• Problem-Solving & Creativity: The resourcefulness to hunt down affordable accommodation options within rigid budget ceilings across different ANZ territories.

• Autonomous Efficiency: A structured work ethic capable of organizing dense volumes of monthly data so that anyone can pick up a file right where you left off.

Hiring Process

We utilize AI tools to enhance our hiring efficiency and ensure a fair evaluation of all candidates. As a result, candidates who passed our initial evaluations should expect an AI Interviewer as a component of our recruitment process. This is supervised by Human Talent Acquisition Experts who will also engage with you throughout your application journey.

What You’ll Get

At Penbrothers, we are obsessed with creating positive employee experiences. Here you’ll find an environment that nurtures learning and provides opportunities for growth. You’ll have the opportunity to make an impact on fast-growing startups and dynamic companies.

• Meaningful work & Growth: We take every opportunity to stretch ourselves and deliver an excellent client experience.

• Employee as our biggest asset: We are genuinely invested in our people’s career and welfare.

• Global reach & local impact: Get to work with high-growth startups and dynamic companies from the comfort of your own home.

• Powering global startups: We’ve created 1,400 Filipino jobs that empower global start-ups to focus on growth.