Operations (Admin Asst Manager)

Job Title: Operations (Admin Asst Manager) – Travel and Visa Location: Mumbai Department: Administration & Travel

Reporting To: Group Head - Travel & Administration

Job Summary:

We are looking for a dynamic and detail-oriented Assistant Manager – Travel and Visa with 2–3 years of relevant experience to manage end-to-end travel and visa arrangements for domestic and international trips. The role demands strong coordination skills, proficiency in managing travel logistics and documentation, and hands-on experience in working with travel systems and vendor coordination.

Key Responsibilities:

1. Visa Management:

- Handle the end-to-end visa process for employees traveling abroad (business and official purposes).
- Liaise with embassies, consulates, visa agencies, and internal stakeholders for timely application and processing.
- Stay updated on changing visa regulations across countries.
- Prepare and verify all supporting documentation (invitation letters, itineraries, etc.).
- Maintain a structured database for employee travel history, visa status, and passport renewals.

2. Travel Coordination:

- Manage domestic and international travel arrangements including flights, hotels, cabs, insurance, and forex (if required).
- Coordinate with Travel Management Companies (TMCs) to secure cost-effective, policy-compliant bookings.
- Ensure adherence to the company's travel policy and budgetary controls.
- Handle rescheduling, cancellations, and emergency travel changes as needed.

3. MIS & Reporting:

- Prepare and maintain MIS reports for ground logistics, Air & Hotel BTA bookings.
- Track travel expenses and usage patterns to support audit and cost optimization initiatives.
- Monitor and report on visa applications, approvals, rejections, and upcoming renewals.
- Share regular dashboards with management and relevant departments.

4. Systems Integration & Coordination:

- Manage integration processes and profile creation in SFTP folders for travel data exchange.
- Collaborate with HR team and Travel Management Companies to ensure smooth onboarding, profile mapping, and data accuracy.
- Oversee employee travel profile management and ensure correct travel preferences and compliance data is captured in the system.

5. Stakeholder & Vendor Management:

- Act as the single point of contact between employees, travel vendors, HR team, and other support functions.
- Ensure timely and professional communication for all travel and visa needs.
- Support internal audits or compliance checks related to employee mobility and travel.

Required Qualifications and Skills:

- Experience: 2 to 4 years of experience in corporate travel & visa management.
- Education: Graduate in any discipline; certifications in travel & tourism or operations management are a plus.

Skills:

- Strong understanding of visa regulations and travel documentation processes.
- Proficient in managing MIS, Excel, and travel portals.
- Knowledge of SFTP systems and experience in employee travel profile setup is desirable.
- Excellent coordination and communication abilities.
- Strong problem-solving and time management skills.
- Ability to work in a fast-paced, deadline-driven environment.

Preferred Traits:

- Detail-oriented with a structured working approach.
- High integrity and discretion in handling confidential travel data.
- Service-driven mindset with a proactive and collaborative attitude.

Employment Type: Full-time Compensation: As per industry standards

Experience Level: Mid-Level (2–3 years)

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