Concierge & Travel Coordinator

2 weeks ago

Pune Maharashtra India, Maharashtra On Direct Marketing Services Full time

The Concierge & Travel Coordinator will be responsible for managing all company-related travel, stay arrangements, and concierge support for employees, management, and visiting clients. This role ensures smooth travel experiences, timely bookings, cost-efficient solutions, and seamless coordination across teams at OnDirect Marketing Services.


Key Responsibilities


1. Travel Management

  • Manage end-to-end domestic and international travel arrangements for employees and leadership.
  • Handle flight bookings, rescheduling, cancellations, and itinerary planning.
  • Ensure cost-effective bookings while maintaining company standards.
  • Maintain a database of travel vendors, airlines, and travel partners.
  • Track visas, passports, and travel documents; coordinate renewals and processing.
  • Ensure compliance with company travel policies.


2. Accommodation & Logistics

  • Arrange hotel stays, airport pickups, local transport, and intercity travel.
  • Maintain preferred hotel/vendor list and negotiate corporate rates.
  • Coordinate with car rental agencies, drivers, and logistics partners for seamless travel.


3. Concierge Support

  • Provide concierge assistance for senior leadership and visiting clients.
  • Handle reservations, event bookings, and any special requirements.
  • Support with priority tasks such as courier coordination, document handling, or personal assistance when required (within company policy).


4. Coordination & Communication

  • Work closely with HR, Admin, Finance, and Department Heads to understand travel needs.
  • Share travel itineraries, confirmations, and instructions in a timely manner.
  • Maintain a travel tracker and update internal teams regularly.


5. Vendor & Cost Management

  • Liaise with travel agencies, hotels, and transport vendors for best rates.
  • Manage billing, invoicing, and reconciliation of travel expenses.
  • Ensure budget adherence and highlight cost-saving opportunities.


6. Reporting & Documentation

  • Maintain detailed records of all travel bookings and expenses.
  • Prepare monthly travel reports for management review.
  • Ensure proper documentation and compliance with audit requirements.


Skills & Qualifications

  • Bachelor’s degree in Hospitality, Business Administration, or related field.
  • 2–5 years of experience in travel coordination/concierge/hospitality roles.
  • Strong knowledge of flight portals, booking tools, and travel documentation.
  • Excellent communication and interpersonal skills.
  • High level of organization, attention to detail, and ability to multitask.
  • Ability to work under pressure with tight timelines.
  • Professional demeanor and customer service orientation.


Additional Requirements

  • Flexibility to assist during urgent travel needs outside standard hours.
  • Familiarity with corporate travel policies and vendor negotiations.
  • Ability to manage confidential information professionally.

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