Admin - Travel Management & Facilities

JOB PURPOSE

What is the main purpose or objective of the job; and what will it contribute to the overall business of the company.

travel /accommodation related services

WORK RELATIONS

Main interfaces- with who do you have regular contact in carrying out your duties (whom do you report to/who do you functionally report to/whom do you have to interface within and outside the organization)

Internal Interface

All the Employees

External Interface

Vendors & Service providers

Reporting Authority

Director, Facilities

CRITICAL ACCOUNTABILITIES

• Travel & Accommodation Management

  Ensuring all the requirements of Travel (Air, Train & Bus) and Accommodation including Guesthouse, hotels and Cab services for staff including and guests are met in time, with the optimal use of resources. To maintain OLA or similar type cab services for employees and submit bills with approvals in time.

• Event management

  Arranging and Coordinating for any events external/ internal as per business requirements. F&B arrangements for guests /Team.

• Invoice Management

  – Invoice tracker should be maintained. Invoices should be processed for payment after thoroughly checking and should be verified against PO value before submitting to Finance / Procurement. Monthly Accruals and Recurring Expenses statements to be prepared. To ensure all the bills are processed and paid in time.

• SIM /Data Card

  – To apply for corporate SIM/data card for employees as per requirements and maintain tracker for the same. Bills in this respect have to be submitted in time.

• Facilities MIS

  – Prepare and consolidate the monthly MIS statements.

• Facilities support to MEMGI

  – Should support MEMGI for travel booking, internal events, SIM/Data card procurement, Distribution of SIM/data card/ I card /access card, parking card, etc. Any other facilities support they require.

• Imprest fund management

  – To ensure the petty cash is used for the approved expenses related to office only and account is settled regularly as per the finance guidelines.

• Parking card –

  to be provided and records to be maintained

• Locker keys -

  to be provided to employees and records to be maintained

• Access cards & I cards

  – Ensuring access cards and I cards are issued to employees

within stipulated period. Tracker to be maintained for the same. Facilities Clearnce for F&F settlement to be given after ascertaining all Company assets are returned by Employee.

KEY FIGURES

Figures and Finances – 1 Cr

Include the amount for which the job is directly accountable

SUPERVISION

Direct Reports

NIL

Indirect Reports

Travel Agency/service providers personnel

KEY SUCCESS FACTOR

How is success in the position measured?

• Internal Customer Satisfaction
• Timely maintenance of trackers with accurate data.
• Efficiency in Delivery.
• Cost savings, Qualitative improvements.
• Event management skills
• Execution of last minute requests

MAJOR CHALLENGES

Describe the major challenges the position will face in carrying out the job.

• Coordination with multiple business teams to effectively carry out operation.
• Adherence to Tight Time Schedules
• Meeting 24/7 business requirements.
• Being sensitive and understanding to the requirements of internal customer.
• Cost Effectiveness without compromising on quality

SKILLS, KNOWLEDGE & COMPETENCIES

What are the minimum entry level requirements for the job,

Qualification and Experience:

Graduate, Minimum of 3-4 years Exp, which includes Travel Management.

Skills and Knowledge:

• Computer/IT skills.

  ‘Excel’

  knowledge necessary
• should be able to speak in Kannada, Hindi and English.
• Interpersonal Skills
• Customer Centric

Competencies:

• Excellent Networking skills
• Negotiation skills

• Multitasking ability

• Commitment to accomplish Tasks in time

  .