Admin Executive (Night Shift)

Role Overview

The Admin Executive will be responsible for managing end-to-end domestic and international

travel arrangements, visa processing, compliance and traveller support while ensuring adherence to

company policy and cost optimization standards.

Key Responsibilities

Travel Coordination

• Coordinate domestic and international travel for employees.
• Book cost-effective flights, hotels and ground transportation in compliance with company

policy.

• Manage complex and multi-city itineraries with accuracy and efficiency.
• Ensure advance planning to optimize travel costs.

Visa Processing

• Stay updated on global visa regulations and documentation requirements.
• Assist employees with visa applications, documentation and submissions.
• Liaise with embassies, consulates and visa service providers.
• Track visa processing timelines and proactively manage escalations.

Compliance & Documentation

• Maintain accurate records of travel and visa documentation.
• Ensure compliance with international travel regulations and internal policies.
• Monitor travel spend and support reporting requirements.
• Maintain audit-ready documentation at all times.

Travel Support & Communication

• Act as one of the primary point of contact for travel-related queries.
• Provide real-time support during disruptions, cancellations or emergencies.
• Guide employees on travel policies and best practices.

Vendor & Stakeholder Management

• Manage relationships with travel management companies (TMCs), airlines, hotels, and visa

partners.

• Negotiate favourable commercial terms where applicable.
• Monitor service levels and escalate performance issues when required.

Risk Management

• Monitor travel advisories and global risk alerts.
• Advise travellers on safety protocols and documentation requirements.
• Support duty-of-care responsibilities.

Process Improvement

• Identify opportunities for automation and cost optimization.
• Contribute to continuous improvement of travel operations and user experience.

Requirements

• Proven experience in corporate travel and visa operations.
• Good to have knowledge of GDS systems (Amadeus/Sabre), airline and hotel booking

platforms.

• Familiarity with international visa regulations and immigration processes.
• Understanding of travel policy compliance and cost control.
• Strong organizational and multitasking skills.
• Excellent communication and stakeholder management abilities.
• High attention to detail in documentation and reporting.
• Ability to work independently in a fast-paced environment.
• Proficiency in MS Office, MS Excel and travel management tools.
• Willingness to work in a night shift environment.
• Strong commitment to confidentiality and data security.
• Ability to work collaboratively in a cross-functional environment