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Concierge & Travel Coordinator

4 weeks ago

Pune, India 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.