Administration & Travel Desk Executive

Key Responsibilities

Office Operations & Facilities Management

• Oversee day-to-day office operations for smooth functioning.
• Manage office supplies, stationery, and inventory.
• Coordinate with vendors for maintenance, housekeeping, security, and other facility services.
• Ensure workplace hygiene, safety, and compliance with organizational standards.
  

Communication & Coordination

• Handle and route incoming phone calls, emails, and correspondence.
• Act as the first point of contact for visitors, clients, and employees.
• Manage internal communications, circulars, and notices.
  

Scheduling & Event Management

• Schedule and coordinate meetings, appointments, and conference room bookings.
• Support in organizing company events, trainings, and engagement activities.
  

Travel Management

• Coordinate domesticinternationall travel bookings (flights, hotels, transport)
• Handle visa applications and travel documentation
• Negotiate rates with travel vendors and maintain vendor relationships
• Ensure adherence to company travel policies and budgets
• Provide real-time support for travel changes, cancellations, or emergencies
• Maintain accurate MIS for travel records and expense reports
• Liaise with HR and Finance for approvals and reimbursements
• Update travelers with itinerary details and travel advisories
• Monitor travel trends and suggest improvements to travel processes
  

Records & Documentation

• Maintain accurate records, files, and databases (digital and physical).
• Assist HODs in managing their calendar
  

Administrative Support

• Provide administrative assistance to various teams and departments as required.
• Support HR in onboarding, exit formalities, and employee documentation.
• Assist finance with petty cash and basic expense management.
  

Mail & Correspondence Management

• Receive, distribute, and dispatch office mail and courier services.
• Ensure timely delivery of critical documents and packages.
  

Collaboration & Teamwork

• Work closely with managers and colleagues to support organizational goals.
• Coordinate with cross-functional teams to resolve administrative issues promptly.
  

What Were Looking For

Essential Requirements:

• Bachelors degree in Business Administration or a related field.
  
• At least 2–5 years of experience in a front desk, administration, or travel desk (preferably in a fast-paced environment).
  
• Proficient in Microsoft Office applications (Excel, PowerPoint, Word).
  
• Strong communication and interpersonal skills to engage with all levels of the organization and external stakeholders.
  
• Proactive, detail-oriented, and able to work independently with minimal supervision.