Front Desk Associate

Role & responsibilities

Travel Planning & Execution

• Plan and coordinate complete travel itineraries: flights, hotels, ground transfers, visas, insurance, special meal requests, baggage rules, etc.
• Arrange solo, group, staggered, or last-minute travel across multiple time zones.
• Provide real-time updates, reminders, alerts, and contingency plans.
• Ensure seamless coordination between departing and arriving or family members travelling at different times.

Flight & Hotel Management

• Source the best airfares, routes, upgrades, and offers across airlines and portals.
• Maximise airline miles, loyalty programs, credit card benefits, complimentary nights, and companion offers.
• Negotiate preferred rates with travel partners, consolidators, hotel partners and agents.
• Ensure hotel bookings align with family preferences (rooms, amenities, views, etc.).

Documentation & Compliance

• Maintain a centralised dashboard of passports, visas, OCI, insurance, expiry dates, and renewal schedules.
• Handle visa processing, embassy appointments, and document submissions.
• Track country-specific entry rules, travel advisories, and compliance requirements.

Communication & Coordination

• Provide prompt responses, especially during changes, delays, or emergencies.
• Maintain clear communication with family members, chauffeurs, staff, airlines, and hotels and vendors.
• Prepare and circulate day-wise itineraries to all relevant parties.

Vendor & Industry Liaison

• Build and maintain a network of trusted ticketing agents, visa consultants, hotels, and concierge teams.
• Evaluate vendors for reliability and pricing.
• Ensure accuracy in billing, cancellations, refunds, credits, and fare rules.

Online Orders Management (Amazon & Other Online Portals)

• Place, track and manage

  Amazon orders

  and orders from

  other similar apps or online shopping portals

  .
• Follow up on delays, incorrect items, replacements, or returns.
• Maintain a simple tracker for:
• Order date
• Expected delivery
• Delivered / Returned status
• Handle gifting orders, festival orders, and recurring essential items.
• Organise all invoices/receipts for monthly accounts.

Preferred candidate profile

• 510 years of experience in corporate travel, luxury travel desks, concierge services, or high-volume personal travel management.
• Strong knowledge of airline systems, loyalty programs, visas, and international travel procedures.
• Excellent written and verbal communication in English & Hindi.
• Highly organised, calm under pressure, and able to multitask across multiple itineraries.
• Discreet, reliable, and accustomed to handling confidential information.
• Tech-savvy with experience using travel portals, booking engines, email, and digital trackers.