Overview
THE ROLE
Plan, coordinate, and complete a broad range of Administrative and Facility services that allow the organization to operate efficiently.
This position will interface extensively with Associates and Senior Management and plays a vital role in the smooth operations of the Admin and Infrastructure team.
The candidate should have the ability to manage a large group of diversified functions. They should be accomplished in managing multiple stakeholders and have a proven track record of consistently exceeding performance goals and managing operations in a demanding business environment. Experience in compliance, facilities management, vendor management, travel and transport management, with knowledge of the India market and business culture, is essential.
Operations/Administration supports the Administration team and the firm through financial management, compliance management, client engagement, risk management, communication protocols, staff training/development, and process/technology improvements.
Ideal Candidate should be inclusive, a team player, and demonstrate the ability to mentor, develop, and focus on professional growth and skill enhancement, accountability, vendor management, and scalability.
- Vendor Management: Ability to manage multiple service providers.
- Financial/Analytics: Work on budgets, Capex & Opex requirements, fixed and variable spends; should have an eye for costs and expenses.
- Strategic: Process-oriented, proactive, and able to take full ownership of deliverables.
- Compliance & Audit: Ensure compliance requirements are adhered to and conduct audits of access points.
How You Would Contribute
- Travel Arrangements (Air and Ground Transportation)
- Booking: Arrange flights, hotels, car rentals, and other transportation.
- Itineraries: Create detailed travel itineraries for employees or clients.
- Visa Assistance: Assist with visa applications and other travel documentation.
- Coordination
- Vendor Liaison: Work with travel agencies, airlines, hotels, and other service providers to secure the best rates and services.
- Schedule Management: Coordinate travel schedules to avoid conflicts and ensure timely arrivals and departures.
- Emergency Support: Provide assistance during travel disruptions or emergencies.
- Budget Management
- Cost Control: Monitor and manage travel budgets, ensuring cost-effective solutions.
- Expense Tracking: Maintain accurate records of travel expenses and prepare reports.
- Negotiation: Negotiate with vendors for discounts and better deals.
- Internal Customer Service
- Client Support: Address travel-related queries and provide support to employees/travelers.
- Feedback Handling: Collect and act on feedback to improve services.
- Personalization: Tailor travel arrangements to meet individual preferences and needs.
- Compliance
- Policy Adherence: Ensure all travel arrangements comply with company policies and regulations.
- Documentation: Maintain proper documentation for all travel-related activities.
- Risk Management: Identify and mitigate potential travel risks.
- Technology Use
- Travel Software: Utilize travel management systems and booking platforms.
- CRM Tools: Use customer relationship management software to track interactions and preferences.
- Data Analysis: Analyze travel data to identify trends and optimize processes.
- Continuous Improvement
- Industry Trends: Stay updated with the latest travel industry trends and best practices.
- Training: Provide training and support to team members on travel management tools and procedures.
- Innovation: Implement new technologies and strategies to enhance efficiency.
What's Special About The Team
- Inclusivity: Creating an environment where everyone feels welcome.
- Work-life balance: Promoting a healthy balance between work and personal life.
- Continuous learning: Encouraging professional development and growth.
- Shared goals: Aligning individual objectives with team goals.
- Diverse perspectives: Valuing different viewpoints and expertise.
- Problem-solving: Working together to overcome challenges.
- Vision: Setting a clear direction and inspiring the team.
- Empowerment: Delegating responsibilities and trusting team members.
- Adaptability: Being flexible and open to change.
Skills And Background Required To Be Successful
- Communication Skills
- Effective communication: Clearly convey information and instructions.
- Active listening: Understand and address employee needs and concerns.
- Professionalism: Maintain a courteous and friendly demeanor.
- Organizational Skills
- Time management: Prioritize travel/transport requests and manage time efficiently.
- Attention to detail: Ensure accuracy in bookings and documentation.
- Multitasking: Handle multiple tasks simultaneously without compromising quality.
- Technical Proficiency
- Travel Software: Familiarity with travel management systems like Amadeus and Sabre.
- CRM Tools: Use CRM software to track client interactions.
- Online Booking Platforms: Navigate and utilize various booking websites and apps.
- Problem-Solving Skills
- Quick decision-making: Resolve issues promptly, such as flight cancellations or delays.
- Negotiation: Work with vendors to find solutions and secure the best deals.
- Contingency planning: Prepare for unexpected travel disruptions.
- Customer Service
- Internal client satisfaction: Ensure a positive experience for travelers.
- Feedback handling: Address complaints and suggestions constructively.
- Personalization: Tailor services to meet individual client preferences.
- Cultural Awareness
- Understanding norms: Be aware of cultural customs and etiquette.
- Sensitivity: Respect cultural differences and provide relevant recommendations.
- Global knowledge: Be familiar with international destinations and travel regulations.
- Financial Management
- Budgeting: Manage travel budgets and expenses.
- Cost control: Optimize travel costs without compromising quality.
- Expense tracking: Maintain accurate records of expenditures.
- Adaptability
- Flexibility: Adapt to changing travel trends and client needs.
- Innovation: Implement new technologies and practices to improve efficiency.
- Continuous learning: Stay updated with industry developments and best practices.
Experience
Minimum of 8 years in handling Travel, Transport, Compliance, and Events.
Education
Bachelor's degree or higher in Travel Management, Business Administration, or a related field.
WORK ENVIRONMENT
Flexible, adaptable, approachable, and proactive.
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