Travel Administrator
4 weeks ago
About the Company:
This role in our Administration department is essential in facilitating seamless local, domestic and international travel arrangements for one of our client. We are seeking a highly organized and proactive candidate to manage travel for our operations in India and ensure the smooth and efficient handling of all travel-related tasks, requests and challenges. The ideal candidate will have extensive experience in travel management, logistics coordination, and providing exceptional service to meet the needs of our team.
Responsibilities:
- MANAGING THE TRAVEL DESK: Oversee and manage the travel desk, ensuring all travel requests (domestic and international) are processed in a timely and efficient manner.
- VISA PROCESSING SUPPORT: Assist with visa processing, liaising with travel agencies, consulates, and ensuring all requirements are met for smooth approvals.
- HOTEL BOOKINGS AND NEGOTIATIONS: Manage hotel reservations, negotiate competitive rates, and ensure accommodations meet travelers' needs and company policies.
- HANDLING TRAVEL INQUIRIES: Respond to inquiries regarding travel-related services, including flights, car rentals, hotels, and tours, providing clear and comprehensive information to travelers.
- VENDOR MANAGEMENT: Build and maintain strong relationships with travel agencies, transportation vendors, and service providers to ensure high-quality service delivery.
- INVOICE, EXPENSE AND AP MANAGEMENT: Handle the invoicing, expense tracking, and payment processes related to travel arrangements, ensuring accuracy and compliance with company policies.
- ITEEINARY PLANNING AND COSTING: Create detailed travel itineraries, including costing of tours, and coordinate bookings with hotels and other suppliers to ensure seamless travel experiences.
- CAR AND DRIVER COORDINATION: Coordinate and assign car and driver services, working closely with vendors and administrative staff to ensure timely and reliable transportation.
- VISIT COORDINATION: Collaborate with hotel and front desks to ensure smooth arrivals and departures for visitors to India, including coordination for office visits and site tours.
- DOCUMENTS AND REPORTS: Prepare and maintain all relevant travel documents, including itineraries, trackers, invoices, and reports.
- ADMIN SUPPORT: Support Admin team on other day to day other administrative tasks, events and initiatives.
Qualifications:
KEY QUALIFICATIONS
- Minimum of five years of experience in managing a travel desk in a corporate environment, with a focus on both domestic and international travel coordination.
- This role is based in-office and requires high availability and flexibility to manage urgent or last-minute travel requests, in a dynamic work environment.
- Proven ability to negotiate favorable terms with travel service providers and maintain strong relationships with key vendors.
- Solid understanding of travel logistics, including visa processes, hotel bookings, car rentals, and coordination with vendors.
- Exceptional organizational skills, with the ability to manage multiple travel requests simultaneously while prioritizing effectively.
- Familiarity with travel management software and tools to streamline operations and improve efficiency.
- Strong interpersonal and communication skills, with the ability to provide excellent customer service to internal stakeholders and vendors.
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