Office/ Transport Administrator

2 months ago

gurugram, India GLG Full time

Office & Travel Co-ordinator

Position Overview:

GLG is the world's leading B2B platform, connecting professionals with expertise. We connect thousands of clients to the largest global network of subject matter experts across every sector. We bring the power of insight to every great professional decision.

GLG is looking for an upbeat, outstanding, multi-tasking Office/Travel Co-ordinator. The Office/Travel Co-ordinator at GLG will be responsible for job responsibilities that include organizing our company’s day-to-day operations, travel operations providing travel and administrative support to all our employees and coordinate all daily travel and office administrative activities. You’ll be the first impression for GLG, and we want everyone who walks through the doors to feel comfortable, happy, and recognize how seriously organized we are

The co-ordinator will be responsible for managing end to end travel plans domestic & international, negotiate on best rates through vendors every time there is a travel occurrence. Responsible for renewal of annual contracts with travel agencies, Hotels, Visa partners etc. Should be able to handle visa applications and formalities promptly. · Should be able to arrange forex and travel insurance for employees travelling internationally.

Should have excellent communication skills (oral & written). Should be good at Microsoft excel. Should be able to generate monthly travel MIS thereby highlighting overall travel spends, vertical wise spends, detailing of spends made under various categories. Should keep a close watch on travel advisories issued from time to time. Ensure Compliance in all aspects of travel procedure. Should be flexible with work hours.

Other Responsibilities include (but are not limited to):

  • Coordinate office activities and operations on day today basis to secure efficiency and compliance to company policies for seamless office operations.
  • Travel Management experience.
  • Providing travel advice and support to employees.
  • Managing all aspects of domestic and international travel for employees, including flights bookings, hotels bookings, transport co-ordination, visa processing as well as travel insurances.
  • Maintaining & Updating travel records both internally as well as externally.
  • Arrangement of Events and Offsite Meetings , Conference & Dinner etc getting the best available rates from corporate deals/online/websites.
  • Ensuring that the best rates, travel and stay plans are opted for at all times. Negotiate rates.
  • Coordinate and email the plans, booking details to all employees. Ensure this is done seamlessly.
  • Supplying travellers with pertinent information and valuable travel-related information.
  • Handle Visa applications and formalities for the employees as needed.
  • Maintain and swiftly resolve employee feedback of travel facilities as needed.
  • Maintain and update the travel and stay entitlement sheet for all teams & employees PAN India, regularly.
  • Maintain accurate records of bookings, expense reports, itineraries, Travel Policies
  • Maintain the monthly travel expense sheet.
  • Maintain and approve all travel bills and email them to the finance department by the end of each month.
  • Scheduling meetings as required by us with vendors.
  • Managing the travel arrangement for all our employees as needed.
  • Work on PO Creation Vendor Onboarding, Payments follow with Finance.
  • Creating Monthly travel MIS Reports.
  • Office management-related administration work
  • Payment management for vendors, maintain facilities and office supply budget, and oversee other expenses necessary to the day-to-day administrative operations.
  • Maintain continuity of work operations by documenting and communicating needed actions to management, discovering irregularities, and determining continuing needs.
  • Guide employee actions by researching, developing, writing, and updating administrative policies, procedures, methods, and guidelines, and communicating developments to management.

Work timings: 19:00 - 04:00 IST (5 days a week)

Required Skills:

An ideal candidate will have the following:

Candidates must have a clear track record of excellence in several categories, including teamwork, professionalism, communications, multi-tasking, organization and client service. Candidates should also possess:

  • A Bachelors’ degree is required & equivalent of 4+ years of relevant office administrative experience preferred.
  • Proficient in MS Office
  • Excellent written and verbal communication in English and local language
  • High energy and an ability to succeed in a fast-paced high demand role.
  • The ability to handle all interactions with a high level of professionalism.
  • Dependable and timely
  • Ability to work well independently and be self-motivated.
  • A demonstrated ability to read and understand people.
  • Ability to multi-task and prioritize.
  • Superior attention to detail
  • Strong initiative and proactivity
  • Ability to interact with all levels of the firm’s employees, executives and clients.
  • Ability to pivot quickly and effectively.
  • Strong ability to manage time and prioritize tasks.
  • Working knowledge of domestic and international travel trends.
  • Provide the needed administrative support to ensure effective and efficient meeting and event planning.

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