Front Desk Associate

9 hours ago

Mumbai, Maharashtra, India Karamtara Engineering Full time

Role & responsibilities

Travel Planning & Execution

  • Plan and coordinate complete travel itineraries: flights, hotels, ground transfers, visas, insurance, special meal requests, baggage rules, etc.
  • Arrange solo, group, staggered, or last-minute travel across multiple time zones.
  • Provide real-time updates, reminders, alerts, and contingency plans.
  • Ensure seamless coordination between departing and arriving or family members travelling at different times.

Flight & Hotel Management

  • Source the best airfares, routes, upgrades, and offers across airlines and portals.
  • Maximise airline miles, loyalty programs, credit card benefits, complimentary nights, and companion offers.
  • Negotiate preferred rates with travel partners, consolidators, hotel partners and agents.
  • Ensure hotel bookings align with family preferences (rooms, amenities, views, etc.).

Documentation & Compliance

  • Maintain a centralised dashboard of passports, visas, OCI, insurance, expiry dates, and renewal schedules.
  • Handle visa processing, embassy appointments, and document submissions.
  • Track country-specific entry rules, travel advisories, and compliance requirements.

Communication & Coordination

  • Provide prompt responses, especially during changes, delays, or emergencies.
  • Maintain clear communication with family members, chauffeurs, staff, airlines, and hotels and vendors.
  • Prepare and circulate day-wise itineraries to all relevant parties.

Vendor & Industry Liaison

  • Build and maintain a network of trusted ticketing agents, visa consultants, hotels, and concierge teams.
  • Evaluate vendors for reliability and pricing.
  • Ensure accuracy in billing, cancellations, refunds, credits, and fare rules.

Online Orders Management (Amazon & Other Online Portals)

  • Place, track and manage Amazon orders and orders from other similar apps or online shopping portals.
  • Follow up on delays, incorrect items, replacements, or returns.
  • Maintain a simple tracker for:
  • Order date
  • Expected delivery
  • Delivered / Returned status
  • Handle gifting orders, festival orders, and recurring essential items.
  • Organise all invoices/receipts for monthly accounts.

Preferred candidate profile

  • 510 years of experience in corporate travel, luxury travel desks, concierge services, or high-volume personal travel management.
  • Strong knowledge of airline systems, loyalty programs, visas, and international travel procedures.
  • Excellent written and verbal communication in English & Hindi.
  • Highly organised, calm under pressure, and able to multitask across multiple itineraries.
  • Discreet, reliable, and accustomed to handling confidential information.
  • Tech-savvy with experience using travel portals, booking engines, email, and digital trackers.

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