Admin & Facility Executive

– Travel Desk Executive

Role Summary

Key Responsibilities

Travel Planning & Booking

• Manage domestic and international business travel requirements for employees and leadership across India and the USA.
• Arrange flights, hotels, ground transportation, rental cars, and other travel-related services.
• Identify cost-effective travel options while considering business requirements, employee convenience, and Company policy.
• Handle booking modifications, cancellations, rescheduling, refunds, and travel disruptions.
• Support urgent and last-minute travel requirements, including requests received during the required US-hours overlap.
• Share complete travel itineraries and booking confirmations with travelers on time.

USA Travel Support

• Provide travel desk support to employees and leadership based in or traveling within the USA.
• Coordinate domestic US travel, including flights, hotels, rental cars, and ground transportation.
• Support India-to-USA and USA-to-India international travel requirements.
• Coordinate effectively with US-based employees, Admin, HR, Finance, Sales, and Delivery teams.
• Understand and manage travel requirements across different US time zones.
• Maintain appropriate overlap with US business hours to ensure timely response and support.

Travel Approvals & Policy Compliance

• Ensure appropriate business and financial approvals are obtained before confirming bookings.
• Verify that travel requests comply with the Company's Travel Policy, including travel class, hotel limits, advance booking requirements, and applicable spending limits.
• Identify and escalate exceptions or out-of-policy requests before booking.
• Maintain proper documentation and approval trails for travel transactions.

International Travel & Documentation

• Coordinate international travel arrangements, including flight and hotel bookings.
• Support employees with visa-related documentation, travel insurance, invitation letters, and other travel documentation in coordination with HR/Admin.
• Track visa timelines and travel documentation requirements.
• Ensure travelers receive necessary itinerary and documentation information before travel.

Vendor Management & Cost Optimization

• Coordinate with travel agencies, airlines, hotels, rental car providers, cab providers, and other travel vendors in India and the USA.
• Compare available travel options and quotations to ensure competitive pricing.
• Support negotiation of corporate rates and commercial arrangements with travel vendors.
• Monitor vendor service quality, response time, pricing, and billing accuracy.
• Identify opportunities to reduce travel costs through advance booking, preferred vendors, corporate rates, and better travel planning.

Billing & Finance Coordination

• Verify travel vendor invoices against approved bookings and supporting documents before submission to Finance.
• Ensure appropriate employee, department, project/customer, and cost-center information is captured.
• Coordinate with Finance for vendor payments, employee travel advances, reimbursements, and corporate card transactions, as applicable.
• Track cancellations, refunds, airline credits, hotel refunds, and unused ticket credits.
• Follow up with vendors to ensure timely recovery and utilization of outstanding credits.

Travel MIS & Reporting

• Employee-wise travel expenses
• Department/project/customer-wise travel expenses
• India and USA travel spend
• Domestic vs. international travel
• Airfare, hotel, rental car, and ground transportation expenses
• Booking lead time
• Cancellation and rescheduling costs
• Refunds and unused travel credits
• Policy exceptions
• Vendor-wise spend
• Travel cost trends and savings opportunities

Key Performance Indicators (KPIs)

• Turnaround time for travel requests
• Travel Policy compliance
• Cost savings through fare comparison and advance booking
• Accuracy of bookings and travel documentation
• Timely resolution of urgent India and US travel requests
• Timely reconciliation of cancellations, refunds, and travel credits
• Accuracy and timeliness of Travel MIS
• Vendor performance
• Employee satisfaction with travel desk support

Required Qualifications & Experience

• Bachelor's degree in Commerce, Business Administration, Travel & Tourism, or a related field.
• 2–5 years of experience in corporate travel management or travel desk operations.
• Experience handling India and US corporate travel is strongly preferred.
• Experience managing domestic and international flight, hotel, rental car, and ground transportation bookings.
• Familiarity with US travel arrangements and major US time zones will be an advantage.
• Good working knowledge of Microsoft Excel and MIS reporting.
• Strong written and verbal English communication skills.

Key Skills & Competencies

• Strong coordination and follow-up skills
• Excellent attention to detail
• Cost-conscious and commercially aware
• Strong negotiation and vendor management skills
• Ability to manage multiple requests across different time zones
• Ability to work under pressure and handle last-minute requirements
• Strong written and verbal communication skills
• Good Excel and reporting skills
• High level of ownership and accountability
• Customer-service-oriented approach
• Understanding of financial controls and approval processes

Working Hours / Shift Requirement