Admin-Travel Desk Executive

Job Summary:

We are seeking a proactive and detail-oriented Travel Desk Executive to manage employee and business travel arrangements while supporting day-to-day administrative operations. The ideal candidate should have experience in travel coordination, vendor management, and administrative support, with the ability to work in rotational shifts and handle multiple tasks efficiently.

Key Responsibilities:

Travel Desk Management

• Coordinate domestic and international travel arrangements, including flight, hotel, train, and cab bookings.
• Obtain and compare travel quotations from vendors to ensure cost-effective travel solutions.
• Manage travel itineraries and provide timely travel-related information to employees and management.
• Handle travel requests, cancellations, rescheduling, and emergency travel requirements.
• Maintain travel records, invoices, and expense reports for audit and reconciliation purposes.
• Coordinate with travel agencies, airlines, hotels, and transport vendors for seamless travel operations.
• Ensure compliance with company travel policies and approved budgets.

Administrative Responsibilities

• Support day-to-day administrative operations and office management activities.
• Coordinate with facility management vendors for housekeeping, security, pantry, and maintenance requirements.
• Manage office supplies, stationery inventory, and procurement requests.
• Maintain records of vendor agreements, invoices, and payment follow-ups.
• Assist in organizing employee engagement activities, meetings, conferences, and company events.
• Coordinate visitor management and meeting room bookings.
• Support onboarding arrangements for new employees, including workspace and logistics coordination.
• Ensure proper documentation and record maintenance for administrative processes.

Vendor & Coordination Management

• Maintain strong relationships with travel and administrative vendors.
• Negotiate rates and service agreements to optimize costs and service quality.
• Monitor vendor performance and resolve service-related issues promptly.

Requirements

Desired Candidate Profile

• Graduate in any discipline.
• 2–5 years of experience in Travel Desk, Administration, Facilities, or Corporate Services.
• Experience in flight, hotel, train, and cab booking coordination.
• Good knowledge of travel management systems and MS Office (Excel, Word, Outlook).
• Strong communication, coordination, and interpersonal skills.
• Ability to manage multiple priorities and work under tight timelines.
• Good negotiation and vendor management skills.
• High attention to detail and problem-solving ability.

Shift Requirement

• Willingness to work in rotational shifts, including weekends and holidays as per business requirements.
• Flexibility to support travel-related emergencies outside regular working hours when required.