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Travel Desk and Admin Associate

2 weeks ago

Mumbai, India Walking Tree Full time

Role Summary:
Key Responsibilities:
Travel Desk
- Coordinate and manage all travel arrangements for employees, including flight bookings, hotel accommodations, ground transportation, and visa processing when required.
- Research and identify the most cost-effective travel options while considering travel policies, budgets, and employee preferences.
- Maintain strong relationships with travel agencies, airlines, hotels, and other service providers to negotiate favorable rates and ensure quality service.
- Stay up-to-date with travel regulations, visa requirements, and travel advisories to provide accurate and timely information to employees.
- Provide travel-related assistance and support to employees, including itinerary changes, cancellations, and emergency assistance during travel.
- Manage and reconcile travel expenses, ensuring accuracy and adherence to company policies.
- Track and report travel-related metrics and expenses to management for analysis and cost optimization purposes.
- Maintain a high level of customer service, addressing any travel-related issues or complaints promptly and effectively.

Office Boy Management
- Supervise and lead the office boys' team, including recruitment, training, scheduling, and performance management.
- Assign tasks and responsibilities to office boys, ensuring efficient distribution of workload and adherence to quality standards.
- Coordinate office boys' activities, including mail distribution, document delivery, courier services, Food ad beverage management, and other administrative tasks.

Office Management
- Monitor and maintain office cleanliness, ensuring a neat and organized work environment.
- Assist in organizing office events, meetings, and conferences, including room setup, audio-visual equipment, and catering arrangements.
- Handle and resolve staff requests and inquiries related to office services and facilities.
- Maintain records and prepare reports on office boy activities, supplies, and expenses.

Staff Transportation
- Develop transportation schedules and routes based on employee locations and operational requirements.
- Coordinate with department heads and supervisors to determine transportation needs for different shifts and off-site assignments.
- Ensure efficient utilization of vehicles and drivers, optimizing resources and minimizing costs.
- Oversee and manage corporate Bus and Ola services

Petty Cash
- Maintain an accurate and up-to-date record of all petty cash transactions, including receipts, disbursements, and replenishments.
- Verify the accuracy and validity of expense claims, ensuring compliance with company policies and expense guidelines.

Credit card Management
- Monitor credit card transactions and expenses, ensuring compliance with approved
- budgets and expense guidelines.
- Review and reconcile credit card statements, receipts, and expense reports, verifying the accuracy and legitimacy of charges.
- Prepare regular reports summarizing credit card usage, expenditure patterns, and trends to support financial analysis and decision-making.

Guest Management
- Provide personalized assistance to corporate guests throughout their visit, ensuring a smooth and comfortable experience.
- Address guest inquiries, requests, and concerns promptly and professionally, resolving issues to the guest's satisfaction.

**Requirements**:
Qualifications and Requirements:

- Previous experience in travel coordination or related roles.
- Strong knowledge of travel industry practices, booking systems, and travel-related documentation.
- Excellent organizational and time management skills, with the ability to prioritize and handle multiple tasks simultaneously.
- Exceptional attention to detail and accuracy, ensuring all travel arrangements are error-free and meet employee requirements.
- Strong communication and interpersonal skills, with the ability to build rapport and effectively communicate with employees and travel vendors.
- Proficiency in travel booking systems and travel-related software.
- Ability to remain calm and composed under pressure, handling unexpected changes or challenges effectively.
- Familiarity with corporate travel policies, expense management, and compliance procedures.
- High level of integrity and confidentiality when handling sensitive employee information. Joining our team as a Travel Desk

**Benefits**

At Walking Tree, we pride ourselves on our inclusive, collaborative, and innovative culture. We believe that our employees are our most valuable asset, and we strive to create an environment where everyone feels valued, inspired, and empowered. We encourage creativity and value the unique perspectives of all team members, fostering a culture of continuous learning and growth.

We offer a wide range of benefits to support our team, including:

- Opportunity to work with international teams and some of the best talent in the world.
- Competitive salary and performance-based bonuses.
- Professional development and continuous