Travel & Office Coordinator

Vito Mühendislik İnşaat ve Taahhüt A.Ş.

About Us

ViTO Energy Engineering is a subsidiary of ViTO Group, providing integrated EPC (Engineering, Procurement, and Construction) services for industrial projects. The company has specialized expertise in delivering turnkey projects, particularly in the oil & gas and energy sectors.

Our group is committed to creating added value and delivering superior results for our clients by utilizing modern technologies and advanced engineering practices. We currently operate in multiple locations, including Qatar, India, the United Arab Emirates, and Germany.

Position Overview

We are currently looking for a highly motivated Office Coordinator (Travel & Executive Support) to support our Head Office located in Vadistanbul, Istanbul.

This role is primarily focused on end-to-end travel planning, including visa processes, and requires hands-on coordination without relying on travel agencies.

Job Description

• Plan and manage all domestic and international travel arrangements (flights, hotels, transfers)
• Handle visa application processes end-to-end, including documentation, appointment coordination, and follow-up
• Organize travel processes independently (without using travel agencies) by researching and comparing alternatives
• Coordinate executives’ calendars, meetings, and reservations
• Support daily office operations and administrative processes
• Manage expense tracking and invoice entries in relevant systems
• Assist with administrative purchasing (office supplies, etc.)
• Organize meetings and ensure all logistics and meeting room arrangements are in place
• Maintain overall office order and ensure smooth day-to-day operations

Qualifications

• Bachelor’s degree
• Proven experience in travel planning and visa processes (mandatory)
• Ability to manage travel arrangements independently and end-to-end
• Experience in handling visa applications and documentation processes
• Fluent English (mandatory – will be assessed during the interview)
• Strong organizational and time management skills
• High attention to detail and problem-solving mindset
• Proficiency in MS Office (especially Outlook)
• Ability to work in a fast-paced, dynamic environment
• Previous experience in office coordination or executive support is a plus

Important Notes

• Candidates without hands-on travel and visa process experience will not be considered
• English proficiency is required and will be actively evaluated during the hiring process