Travel and Administration Officer

REEL is an industrial group specializing in complex lifting and handling systems as well as integrated systems solutions. We design, produce, and maintain complex lifting and handling systems and solutions in operational condition. for highly technical installations at the heart of customer processes in markets such as: aeronautic, aluminium, defense, nuclear, offshore energy & marine, and industries.

Position:

REEL India Services Pvt. Limited is a subsidiary company of REEL International. REEL is an industrial group specializing in complex lifting and handling equipment’s as well as integrated systems solutions. These systems are integrated into its clients’ processes across the world in various domains such as aeronautics, defense, energy, metallurgy, offshore and industry.

For our offices in Kolkata, India, we are looking for a Travel & Administration Officer.

Scope of the Role :

• Handle Administration and Facility related activities and responsibilities of Reel India
• Manage Travel Desk requirement for Reel India and support employees in terms of their business travel and logistics planning and arrangement
• Managing travel requirements by being cost conscious
• Ensure healthy and comfortable working environment in office
• Support HR function

Roles and Responsibilities :

• Travel arrangements: Coordinate international and domestic travel, including air travel, obtaining visas, car services, and accommodations as per company policy
• Good knowledge of handling Visa applications and formalities
• Coordinate and support Visa application process
• Ensure smooth liaison with travel vendors (flight, car, hotels, trains, visas)
• Mediate rate contracts with travel vendors and support HR to close them (car, hotels, flight, visa)
• Develop and maintain positive working relationships with internal and external stakeholders
• Adhere to company policy and awareness towards cost consciousness while supporting travel bookings
• Flexibility to support during weekend and late night travel on special cases
• Checking travel & hotel invoices and initiating for approval and payments as per payment cycle
• Forming rate contract tie ups with Pan India hotels
• Manage and handle Administration and Office Facility related activities in liaison with front office
• Coordinate and liaison with Office building administration for day to day activities and support
• Manage housekeeping and pantry staff and ensure that office cleanliness and hygiene is being maintained in liaison with front office
• Keep tab of agreement renewals for all vendors (travel/admin/facilities) and support HR to drive and complete the renewal process
• Maintain office utilities and office items (food & stationary) stock in liaison with front office
• Responsible for restocking and ordering of office items in liaison with front office
• Support HR with employee engagement and training activity arrangements (birthdays, annual day)
• Support HR with employee Insurance renewal, addition, deletion, intimation
• Ensure healthy and hygienic working conditions at office
• Handle and manage office premises related mandatory compliances and support HR to drive and close them
• Oversee and manage office premises related renovation work/maintenance work/cleaning work
• Support site with needful requests related to administration and facilities
• Support HR with IT asset related requests
• Maintain stock for IT related items
• Make, maintain and support Head of the Entity/Director with his travel and monthly reimbursements
• Act as a backup for HR activities adhering to company confidentiality regulations

Requirements:

Education: Bachelor's degree : A degree in Hospitality, Travel, Tourism, Business or relevant field would be an asset

• Excellent written and verbal communication skills
• Excellent time management skills and ability to multitask and prioritize work
• Knowledge of MS Office
• Excellent Stakeholder Management and Interpersonal Skills
• Attention to detail and problem-solving skills
• Experience: 3-5 years in Travel and Administration domain

Other information:

Job is located at Salt Lake, Kolkata- 700091, West Bengal, India