Lead-Travel Desk

Role & responsibilities

1. CMD, Family & Leadership Travel Management

• Manage end-to-end domestic and international travel arrangements for the CMD and family members, including flights, hotel bookings, visa processing, travel insurance and ground transportation.
• Ensure seamless, confidential and priority coordination of leadership travel, including last-minute itinerary changes and special requests.
• Maintain accurate and updated records of:
• Air mileage statements.
• Visa validity and expiry status.
• Travel insurance details.
• Hotel loyalty programmers and frequent flyer accounts.
• Pranaam services, airport assistance and Meet & Greet arrangements.
• Knowledge of issuing Award Tickets

2. Travel Data Management & Reporting

• Maintain a centralized database of all travel records, including itineraries, invoices, vendor communications and booking confirmations.
• Track employee travel patterns and expenditure trends.
• Prepare and share monthly travel dashboards and reports with the CMD and CEO, highlighting:
• Travel expenditure by department.
• Cost optimization opportunities.
• Travel provisions and budget utilization.

3. Vendor Bill Audit & Compliance

• Conduct a 100% quality and accuracy audit of all vendor invoices before processing.
• Review and approve vendor bills through the Effigo procurement portal, ensuring:
• Accuracy of travel details and charges.
• Compliance with the company's travel policy.
• Correct cost allocation and tax compliance.
• Maintain proper documentation and audit trails for all processed invoices.
• Ensure 100% accuracy in the audit of vendor invoices processed through the Effigo portal.

4. Vendor Reconciliation & Outstanding Management

• Conduct regular reconciliation of vendor ledgers to identify outstanding balances and discrepancies.
• Coordinate with Finance and vendors to resolve billing and payment-related issues.
• Proactively follow up to ensure timely clearance of outstanding vendor payments.

5. Documentation & Record Maintenance

• Maintain organized records of:
• Travel bookings and itineraries.
• Vendor invoices.
• Approval documents.
• Travel policy and compliance records.
• Ensure all supporting documentation is readily available for internal audits and financial verification.

6. Stakeholder Coordination

• Work closely with senior leadership, Finance, employees and travel vendors to ensure smooth and efficient travel operations.
• Provide travel advisory and cost optimization recommendations, particularly for CMD and senior management travel.
• Independently handle escalations and ensure timely resolution of operational issues.

Preferred candidate profile

In addition to the above responsibilities, the following attributes are important:

• Experience working with a reputed Travel Agency or Travel Management Company.
• Hands-on experience with GDS platforms, particularly Amadeus.
• Strong understanding of domestic and international airline reservations, fare rules, ticketing, cancellations, reissuances and hotel bookings.
• Prior experience handling CXO, promoter-family or senior leadership travel.
• Strong vendor management, billing, reconciliation and audit experience.
• Excellent coordination, communication and negotiation skills.
• A mature, responsible and discreet individual who can independently manage senior management requirements.
• Ability to handle pressure, last-minute changes and confidential assignments.