Corporate General Administration Team - Central Travel Services

Role & responsibilities

Major Responsibilities: - Hotels & Accommodation (Guest House) Request Management for Group, JVs and Manual companies.

Vendor Outstanding and Payment reconciliation

Generalized activity description framework: -

• Handle hotel bookings for employees, guests, and executives.
• Manage & support Hotel Bookings for Promoters, high-end guests and dignitaries.
• Ensure high-touch service for Senior leadership members request
• End to end Handling of MICE & Group accommodation request.
• Handle accommodation requests for JVs and Manual Companies.
• Ensure bookings align with company travel policies and budgets
• Maintain and update request tracker.
  
• Use hotel booking platforms or travel management systems
• Coordinate for early check-ins, and auxiliary requirements
• Hotel Billings Reconciliation

A. SPOC to receipt of invoices

B. Verify hotel invoices against bookings and agreed rates

C. Forward invoices to concerned request initiator or SPOC for invoice processing

D. Coordinate and follow-up with SPOC to check status of invoices

E. Share payment details with hotel for reconciliation

F. Support internal teams processing team incase of any roadblocks.

G. Maintain processing tracker.

• Accurately support end to end arrangements for hotel accommodation for multiple business units in an efficient and cost-effective manner

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• Coordinate with concerned employees about their travel plans, hotel arrangement requirements and act in accordance with group travel policy
• Communicate and address the enquiries of employees, counsel them on hotel booking documentation and make adjustments as & when required
• Build and maintain relationships with hotel vendors and chains.
• Support TC team with requisite data and information for corporate rates, negotiations, contracting and service-level agreements.
• Resolve disputes or service issues with hotel partners
• Act as the first point of contact for employees facing issues during hotel stays
• Coordinate with hotels to resolve complaints
• Ensure bookings comply with internal travel policies
• Educate employees on booking procedures and policy guidelines
• Train internal teams on hotel booking procedures and tools
• Continuously improve SOPs for efficiency and service quality
• Support and compile Data for key analysis.