(A) JOB SUMMARY
The Admin Coordinator (Travel Desk) will serve as the single point of contact for all corporate travel operations and office administration at Lepton Software. This is a client-facing and people-facing role that demands a polished professional who can manage high-volume travel logistics, interact confidently with senior stakeholders, and keep day-to-day administrative functions running seamlessly. The ideal candidate brings a sharp eye for detail, a proactive mindset, and the ability to navigate travel tools and vendor ecosystems with ease — ideally backed by a working knowledge of IT or enterprise software environments.
(B) JOB DUTIES & RESPONSIBILITY
Corporate Travel Management:
- Own end-to-end travel booking for employees across all levels — flights, trains, buses, hotels, and last-mile transportation for domestic travel.
- Manage visa documentation, travel insurance, forex, and stay arrangements for international travel.
- Prepare detailed, well-structured travel itineraries and share timely pre-travel briefings with employees.
- Handle urgent and last-minute travel changes swiftly with minimal disruption to the traveller.
- Negotiate rates with travel vendors, hotels, and cab aggregators to ensure cost-effective bookings within policy.
- Maintain a real-time travel tracker and ensure 100% compliance with the company's travel policy.
Travel Desk Operations & Technology:
- Manage and operate corporate travel management tools and booking platforms (e.g., Yatra Corporate or MakeMyTrip Business or TravelPerk, or similar).
- Leverage IT tools and internal systems (HRMS, ERP, ticketing systems) to raise, track, and close travel requests.
- Identify opportunities to automate or streamline travel workflows using available digital tools.
- Maintain accurate expense records and support the Finance team with travel reconciliation and reimbursements.
Stakeholder & Vendor Management:
- Act as the primary point of contact for employees seeking travel assistance — ensuring a responsive, professional, and courteous experience at all times.
- Manage relationships with external travel vendors, cab services, and hotel partners.
- Coordinate with senior leadership's offices for high-priority travel requirements.
- Liaise with Finance for invoice processing, vendor payments, and travel budget tracking.
Office Administration:
- Support general office administration including facility management, vendor coordination, and inventory management.
- Assist in organizing company events, town halls, off-sites, and internal meetings.
- Maintain up-to-date records, filing systems, and administrative documentation.
- Coordinate office supplies procurement, manage stationery inventory, and maintain vendor relationships for office needs.
- Prepare meeting agendas, coordinate meeting logistics, manage calendars, and handle correspondence and scheduling for senior management.
Reporting & Compliance:
- Generate weekly and monthly travel reports including spend analysis, booking patterns, and policy adherence.
- Flag policy violations and work with HR/Finance to drive compliance.
- Provide inputs for travel budget planning on a quarterly basis.
(C) QUALIFICATION & SKILLSET
- Bachelor's degree in Business Administration or Hospitality Management or Commerce, or a related field.
- 2–5 years of experience in corporate travel management, travel desk operations, or a similar administrative role.
- Hands-on experience with corporate travel booking platforms and travel management systems is essential.
- Working knowledge of IT tools — familiarity with Travel Desk tools, ERP platforms, or enterprise software is a strong advantage.
- Exceptional interpersonal and communication skills — confident, articulate, and professional in both written and verbal interactions.
- Strong presence and ability to interact effectively with stakeholders at all levels, including senior leadership.
- High energy, ownership-driven attitude with the ability to thrive under pressure and manage multiple priorities simultaneously.
- Meticulous attention to detail with strong organizational and time management capabilities.
- Proficiency in MS Office Suite — especially Excel (for travel tracking and reporting) and Outlook.
- Discretion and professionalism in handling confidential travel and business information.
