Travel Desk Executive

Job Title: Travel Desk Coordinator

Department:

Reports To:

Job Summary:

The Travel Desk Coordinator is responsible for managing and coordinating all travel-related services for employees, executives, and guests. This includes flight bookings (domestic and international), hotel reservations, train bookings, visa documentation, insurance, and passport management. The coordinator maintains strong vendor relationships with travel agencies and service providers, ensuring smooth and timely arrangements. This role requires continuous coordination with the leadership team, directors, CEO, managers, employees, and external guests, ensuring seamless travel operations.

Key Responsibilities:

Flight Bookings:

• Handle all domestic and international flight bookings, including last-minute arrangements, special requests, and travel itineraries for employees, guests, and management.

Hotel and Accommodation Bookings:

• Coordinate hotel reservations, ensuring comfortable and cost-effective options that align with company policies.

Train and Other Transportation:

• Book train tickets and manage any other transportation needs required for business-related travel.

Visa, Passport, and Insurance Management:

• Facilitate the process for obtaining visas, passports, and travel insurance for employees and guests, ensuring all documentation is complete and compliant.

Vendor Management:

• Establish and maintain good relationships with travel agencies, airlines, hotels, and other service providers, negotiating for better rates, services, and support.

Documentation & Record Keeping:

• Maintain accurate records of all bookings, travel itineraries, invoices, and related documentation.
• Ensure timely and correct billing processes, including handling invoices and payments.

MIS Reporting:

• Regularly generate and update management information systems (MIS) reports to track bookings, expenses, and travel-related data for company budgeting and cost tracking.

Coordination with Stakeholders:

• Act as the point of contact for all travel-related queries from the CEO, directors, managers, employees, and external guests.
• Provide timely and efficient solutions to travel issues, ensuring smooth and hassle-free travel experiences.

24/7 Availability:

• This is a 24/7 role, requiring flexibility in managing urgent or last-minute travel requests and troubleshooting any travel-related issues that may arise at any hour.

Travel Policy Adherence:

• Ensure that all bookings align with company travel policies and guidelines, while striving to provide cost-effective and efficient travel solutions.

Skills & Qualifications:

• Education:

  Bachelors degree or equivalent (preferred) in Hospitality, Travel & Tourism, or a related field.

• Experience:

  Minimum of 2 years in travel desk coordination or a similar role, with experience in handling domestic and international travel.

• Strong Communication Skills:

  Ability to effectively communicate with executives, employees, and external vendors.

• Vendor Management:

  Proven experience in managing relationships with travel agencies and service providers.

• Attention to Detail:

  Ability to manage multiple bookings, maintain accurate records, and handle intricate travel itineraries.

• Problem-Solving Skills:

  Proficient in resolving travel-related issues in a timely and efficient manner.

• Technical Skills:

  Familiarity with travel booking systems, MIS tools, and document management software.