Key Responsibilities
Travel Desk Operations
- Manage domestic and international travel arrangements including air/train/bus tickets, hotel bookings, and local conveyance.
- Coordinate employee travel for business meetings, site visits, audits, training programs, and project mobilisations.
- Handle last-minute changes, cancellations, and emergency travel support (common during plant shutdowns or urgent site requirements).
Vendor & Cost Management
- Liaise with travel agents, airlines, hotels, cab vendors, and negotiate competitive rates.
- Maintain approved vendor lists and ensure service quality and SLA adherence.
- Monitor travel expenses, ensure cost control, and prepare MIS reports for management review.
Policy Compliance & Documentation
- Ensure all travel bookings are as per company travel policy and approval matrix.
- Maintain travel records, invoices, bills, and supporting documents for audits and finance reconciliation.
- Coordinate with the Finance team for timely payment processing and expense settlements.
Employee Coordination
- Act as a single point of contact for employees regarding travel-related queries and support.
- Share itineraries, travel guidelines, and safety instructions, especially for site and remote location travel.
Administrative Support
- Support general administration activities such as guest coordination, accommodation arrangements, and logistics.
- Assist during company events, conferences, and official visits (including senior leadership travel).
Key Skills & Competencies
- Strong coordination and communication skills
- Vendor negotiation and cost optimisation
- Knowledge of travel booking systems and MS Office
- Ability to handle pressure and urgent travel requirements
- Good record-keeping and attention to detail
Qualifications & Experience
- Graduate in any discipline (preferred: Administration / Management)
- 25 years of experience in Travel Desk / Administration / Facilities
- Experience in manufacturing, infrastructure, EPC, or corporate offices preferred
Preferred Attributes
- Familiarity with Indian rail, airline, and hotel booking processes
- Understanding of compliance, audits, and cost controls
- Professional, service-oriented approach with multitasking ability
