Front Office-Travel and Admin

Job Purpose:

The position is responsible for overseeing and managing all aspects of travel and administrative

functions to ensure efficient and seamless operations. Key responsibilities include handling

corporate travel arrangements, admin, negotiating with vendors, optimizing budgets, and

ensuring compliance with company policies. Also, the role requires close coordination with

internal teams and external stakeholders to facilitate smooth travel experiences while

maintaining cost efficiency. The individual will also be accountable for managing front desk

operations, maintaining administrative and travel records, and ensuring adherence to

organizational guidelines and standards.

Key Responsibilities:

• Maintain regular communication with people traveling to keep them updated on logistics.
• Manage end-to-end travel for EOP employees efficiently, cost-effectively, and proactively (airlines, trains, transport, and hotels).
• Handle emergency changes or cancellations professionally and calmly.
• Manage visa applications and related formalities promptly.
• Verify, process, and submit invoices for payments while ensuring accuracy and compliance with company policies
• Handle the collection, verification, and payment of parking invoices, maintaining records for expense tracking.
• Prepare and process purchase requisitions as per procurement guidelines, ensuring timely approvals and documentation.
• Handle all incoming travel requests and the subsequent processes.
• Organize and maintain shared drive access, ensuring proper documentation management and data security.
• Submit monthly credit card reports.
• Assist in daily administrative tasks, liaise with different departments, and support office operations to ensure efficiency.
• Welcome and greet guests in a professional manner.
• Answer phone calls and direct them to the appropriate person or department.
• Handle incoming and outgoing correspondence, including emails and letters.
• Ensure the reception area is clean and always organized and attended during office hours (9:30am 6:30pm)
• Assist with administrative tasks such as data entry, filing, and photocopying.
• Maintain a record of incoming and outgoing guests and employees.
• Handle guest complaints and resolve issues in a timely and efficient manner if any.

Qualifications and Work Experience:

• Any Graduate.
• Minimum 2 to 4 years of experience.

Knowledge, Skills and Competencies:

• Awareness of travel booking.
• Flexibility to work post 6:30 PM in case of urgent or last-minute cancellations or changes in travel schedules that required immediate action.
• Positive attitude with a desire to learn and grow.
• Good communication skill