Position Overview
We are looking for a highly organized and detail-oriented Travel & Hospitality Executive to handle travel arrangements for faculty, staff, and students. This role requires managing both domestic and international travel bookings, maintaining travel budgets, and ensuring compliance with institute's policies. The ideal candidate will be proactive, with excellent customer service, vendor management, and reporting skills.
Key Responsibility Areas
Travel Coordination & Booking
- Manage and coordinate domestic and international travel arrangements, including booking flights, train tickets, accommodations, visa process, visa documentation, visa interview appointments, and conference reservations for faculty, staff, and students.
- Ensure cost-effective travel options while adhering to company policies.
Budget & Expense Control
- Monitor and manage travel budgets for all bookings, ensuring adherence to financial limits and identifying opportunities for cost savings.
- Maintain accurate records of all travel-related expenses and ensure timely submission of travel statements and invoices to the Accounts team.
Vendor Management
- Build and maintain strong relationships with travel service providers (e.g., airlines, hotels, car rental agencies) and negotiate favourable rates.
- Ensure that service standards meet institutional policies and that vendors comply with organizational requirements.
Reporting & Customer Service
- Prepare detailed travel reports and maintain records of all bookings and associated documentation for audits.
- Provide timely itinerary details and e-tickets to travellers and address any queries or concerns related to their travel arrangements.
- Resolve booking issues, cancellations, and rescheduling requests promptly.
International Bookings & Coordination
- For international travel, coordinate with TBI (Travel Bureau International) for ticket bookings and liaise as necessary for smooth travel arrangements.
- Handle any travel-related issues, including cancellations, booking changes, or urgent last-minute requests, providing solutions in a timely and efficient manner.
- Respond to faculty, staff, and student queries regarding travel itineraries, policies, and bookings.
Qualifications and Competencies
Educational Qualification
- Masters or Bachelor's Degree preferably in Hospitality Management
Experience
- Minimum 2 years experience in a similar role
Skills
- Excellent communication and active listening skills
- Decent knowledge of travel destination & booking systems
- Problem solving capabilities
- Time management skills
*Key Performance Indicators (KPIs)
Booking Accuracy & Timeliness
- Percentage of travel bookings completed without errors and within the required time frame (target: 98% accuracy, bookings made X days in advance).
Budget Adherence & Cost Savings
- Percentage of travel bookings within the allocated budget and total cost savings identified (target: 95% budget adherence, 10% cost savings).
Traveller Satisfaction & Customer Service Response
- Average traveller satisfaction rating and average response time to traveller queries (target: 4/5 rating, responses within 24 hours).
Report Accuracy & Timeliness:
- Travel reports to be submitted on time, along with timely submission of invoices to the Accounts Team (target: 100% on-time, no errors)
*Above KPI's are indicative and can be modified based on the need of the organization
Interested candidates may send their online applications STRICTLY IN THE FORMAT available on the website (https://gim.ac.in/careers) along with the prescribed documents to [Confidential Information] latest by 25th March 2025.
