Travel Desk Executive

4 days ago

Coimbatore, India PSG & Sons' Charities Full time

Job Title: Travel & Administrative Executive - Trainee

Employment Type: Full Time Position: Mid Level / Sr Level Location: Coimbatore Industry: Travel & Tourism

Qualification: Any UG / PG Degree

Experience: 2+ Yrs

Job Summary:

The Travel & Administration Executive is responsible for managing and coordinating all aspects of corporate travel and administrative support within the organization. This role ensures smooth travel arrangements for employees, including ticketing, accommodation, visa processing, and transport logistics, while maintaining cost efficiency and compliance with company policies. Additionally, the executive oversees day-to-day administrative operations such as vendor management, office facilities, documentation, and coordination of internal events. The position requires strong organizational skills, attention to detail, and the ability to handle multiple tasks while providing efficient and professional support to employees and management.

Key Responsibilities: Travel Management

  • Plan, coordinate, and book domestic and international travel (flights, trains, buses, cabs, etc.) for employees and visitors.
  • Arrange hotel accommodations and negotiate corporate rates with travel and hospitality vendors.
  • Ensure timely visa processing, travel insurance, and related documentation.
  • Prepare detailed travel itineraries and share with travelers in advance.
  • Track travel expenses and ensure budget compliance.

Administration Support

  • Maintain travel records, invoices, and vendor contracts.
  • Handle general office administration, including stationery, office supplies, and facility coordination.
  • Assist in organizing corporate events, meetings, and conferences.
  • Coordinate with vendors for courier, catering, housekeeping, and maintenance services.

Vendor & Cost Management

  • Source and evaluate travel service providers for quality and cost efficiency.
  • Negotiate contracts and service terms to optimize expenditure.
  • Monitor vendor performance and maintain strong relationships.

Policy Compliance & Reporting

  • Ensure adherence to company travel and administrative policies.
  • Maintain updated documentation for audits and compliance checks.
  • Prepare monthly reports on travel expenses, administrative costs, and vendor performance.

Desired Candidate Profile

  • 25 years of experience in travel management and office administration.
  • Strong knowledge of domestic & international travel processes, including ticketing, hotel bookings, visa applications, and travel policies.
  • Excellent communication, negotiation, and interpersonal skills for dealing with travel vendors, employees, and stakeholders.
  • Proficient in MS Office and familiar with travel booking tools/ERP systems.
  • Strong organizational and multitasking abilities with attention to detail.
  • Ability to work under pressure, handle last-minute changes, and manage costs effectively.
  • A proactive team player with problem-solving skills and customer-oriented approach.

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