Travel Desk Executive

Role: Travel Desk Executive

The Travel Desk Executive is responsible for end-to-end coordination of domestic and international travel for employees, consultants, and visitors. The role ensures cost-effective travel planning, adherence to company policies, and smooth travel experiences through efficient vendor management and timely support.

Responsibilities

Travel Management

• Handle complete travel arrangements: flights, hotels, cabs, visas, insurance, and itineraries.
• Process approved travel requests and coordinate bookings within timelines.
• Assist with last-minute changes, cancellations, and travel emergencies.

Policy & Compliance

• Ensure all bookings follow company travel guidelines and cost controls.
• Maintain required documents for approvals, audits, and compliance checks.

Vendor Coordination & Cost Optimization

• Liaise with travel agents, airlines, hotels, and transport providers.
• Negotiate competitive rates and maintain preferred vendor lists.
• Identify opportunities for cost savings without impacting travel quality.

Travel Support & Issue Resolution

• Provide support for travel delays, lost baggage, or visa concerns.
• Maintain required availability for urgent travel-related needs (if required).

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Documentation & Reporting

• Maintain updated travel policies , travel logs, employee travel records, and booking data
• Prepare monthly MIS reports covering travel expenses, frequency, and trends.
• Coordinate with Finance for invoices, advances, and reimbursement settlements.

Qualifications and Experience

• Graduate with 24 years of travel desk/administration experience (preferably in outsourcing/BPO)

• Strong knowledge of travel bookings, portals, international travel rules, and visa procedures.

• Excellent communication, coordination, and negotiation skills.

• Proficiency in MS Office (Excel, Word) and travel management tools.

• Ability to multitask, handle pressure, and manage urgent travel needs professionally.