Travel Desk Executive

Job Description: Corporate Travel & Accommodation Specialist

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### *Position Details*

* *Experience Required:* 1+ Years

* *Job Type:* Full-time, Corporate Administration/Logistics

### *Overview*

We are seeking a dedicated and experienced *Corporate Travel & Accommodation Specialist* to manage the high volume of employee travel and lodging requirements across all operational sites. The specialist will be responsible for independently executing all bookings, often relying on direct vendor connections and publicly available platforms, ensuring meticulous adherence to company policy, maintaining accurate records, managing vendor invoices, and generating mandatory monthly reports.

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### *Key Responsibilities*

#### *1. Independent Travel Booking and Policy Adherence (Self-Connect Focus)*

* *Timely Booking:* Efficiently handle and execute all employee travel bookings (flights, rail, road transport). This involves independently utilizing *airline/carrier websites, direct vendor portals, and external self-connect channels* to secure the most efficient and cost-effective tickets.

* *SOP Compliance:* Ensure *strict and mandatory adherence to the Company Travel SOP* for every booking, prioritizing the selection of the *best travel mode available* that meets cost efficiency criteria.

* *Query Resolution:* Act as the primary helpdesk contact for travel-related queries, cancellations, and minor itinerary adjustments.

#### *2. Accommodation & Database Management*

* *Database Maintenance:* Proactively maintain, update, and audit the *accommodation database* of company-owned/leased guest houses and empaneled hotels across all operational sites.

* *24/7 Readiness:* Ensure the accommodation arrangements and accompanying instructions are robust to support *round-the-clock (24/7) check-in/out* capabilities for travelers.

* *Direct Booking:* Handle the daily allocation and booking of rooms/units by *liaising directly with hotel contacts and site administration teams* to confirm availability and readiness.

#### *3. Financial Control and Vendor Administration*

* *Vendor Billing:* Collect, verify, and process *vendor billing* and invoices from all travel and lodging providers (airlines, hotels, car services). Ensure all invoices are accurate and submitted to Finance for timely payment.

* *Reconciliation Support:* Assist the Finance team with basic monthly reconciliation of travel expenses against bookings and associated payment methods.

#### *4. Reporting and Data Compilation*

* *Monthly Dashboard Preparation:* Prepare a basic *monthly dashboard* and mandatory reports. This involves compiling data on total bookings, expenses by travel mode, and accommodation utilization rates using Microsoft Excel.

* *Data Integrity:* Ensure the integrity and accuracy of all travel and expense data for management review, highlighting any variances or compliance issues.

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### *Required Qualifications & Skills*

* *Experience:* 1+ years* of dedicated experience in corporate travel desk operations, general administration, or logistics support, specifically involving a high volume of direct (non-GDS) bookings.

* *Technical Skills:* Proficient in *Microsoft Excel* (data entry, basic formulas, filtering) for reporting. Strong capability in navigating and using various online portals and self-connect booking websites.

* *Process & Detail Orientation:* Demonstrated history of *strict adherence to process (SOPs)* and meticulous attention to detail in high-volume, cost-sensitive environments.

* *Communication:* Clear, professional, and effective communication skills (written and verbal) to negotiate with vendors and coordinate with internal teams.

* *Work Ethic:* Highly reliable, organized, and capable of working independently to meet deadlines and handle sudden travel changes

Job Type: Full-time

Work Location: In person