Operations (Admin Manager)

Job Title: Operations (Admin Manager)

Reporting To

Job Summary

We are looking for a dynamic and detail-oriented Assistant Manager – Travel and Visa with 2–3 years of relevant experience to manage end-to-end travel and visa arrangements for domestic and international trips. The role demands strong coordination skills, proficiency in managing travel logistics and documentation, and hands-on experience in working with travel systems and vendor coordination.

Key Responsibilities:

1. Visa Management:

• Handle the end-to-end visa process for employees traveling abroad (business and official purposes).
• Liaise with embassies, consulates, visa agencies, and internal stakeholders for timely application and processing.
• Stay updated on changing visa regulations across countries.
• Prepare and verify all supporting documentation (invitation letters, itineraries, etc.).
• Maintain a structured database for employee travel history, visa status, and passport renewals.

2. Travel Coordination:

• Manage domestic and international travel arrangements including flights, hotels, cabs, insurance, and forex (if required).
• Coordinate with Travel Management Companies (TMCs) to secure cost-effective, policy-compliant bookings.
• Ensure adherence to the company’s travel policy and budgetary controls.
• Handle rescheduling, cancellations, and emergency travel changes as needed.

3. MIS & Reporting:

• Prepare and maintain MIS reports for ground logistics, Air & Hotel BTA bookings.
• Track travel expenses and usage patterns to support audit and cost optimization initiatives.
• Monitor and report on visa applications, approvals, rejections, and upcoming renewals.
• Share regular dashboards with management and relevant departments.

4. Systems Integration & Coordination:

• Manage integration processes and profile creation in SFTP folders for travel data exchange.
• Collaborate with HR team and Travel Management Companies to ensure smooth onboarding, profile mapping, and data accuracy.
• Oversee employee travel profile management and ensure correct travel preferences and compliance data is captured in the system.

5. Stakeholder & Vendor Management:

• Act as the single point of contact between employees, travel vendors, HR team, and other support functions.
• Ensure timely and professional communication for all travel and visa needs.
• Support internal audits or compliance checks related to employee mobility and travel.

Required Qualifications and Skills

• Experience: 2 to 4 years of experience in corporate travel & visa management.
• Education: Graduate in any discipline; certifications in travel & tourism or operations management are a plus.

Skills

• Strong understanding of visa regulations and travel documentation processes.
• Proficient in managing MIS, Excel, and travel portals.
• Knowledge of SFTP systems and experience in employee travel profile setup is desirable.
• Excellent coordination and communication abilities.
• Strong problem-solving and time management skills.
• Ability to work in a fast-paced, deadline-driven environment.

Preferred Traits

• Detail-oriented with a structured working approach.
• High integrity and discretion in handling confidential travel data.
• Service-driven mindset with a proactive and collaborative attitude.

Employment Type

Experience Level