ROLE TASK DOCUMENT
Position:
1. ROLE SUMMARY
The Front Desk Executive – Travel Coordinator is responsible for managing end-to-end travel operations for employees, including international travel from India to the USA/UK and domestic travel within the US. The role ensures the smooth execution of travel plans, vendor coordination, cost optimization, accurate documentation, and real-time traveller support, while ensuring compliance with the company’s travel policy.
Additionally, the role manages event logistics, shipping, including item shipments from the warehouse to event locations and vice versa, coordinating with logistics vendors, tracking deliveries, and maintaining shipping records for company assets and event materials.
2. DAILY TASKS
A. Travel Planning & Bookings
- Manage travel requests received from employees and managers.
- Book international flights from India to the USA/UK and domestic flights within the USA.
- Reserve hotel accommodations and share booking confirmations in advance.
- Ensure all hotel reservations are close to event venues.
- Ensure all travellers will use the company account of Lyft/Uber.
B. Documentation & Compliance
- Assist with visa applications, passport verification, and travel insurance processing.
- Compile and share travel documents (tickets, itineraries, insurance) with travellers.
C. Communication & Coordination
- Share itinerary details with travellers and relevant stakeholders.
- Respond to employee queries and provide travel guidance.
- Coordinate with travel vendors for booking confirmations, changes, and cancellations.
D. Real-Time Travel Support
- Monitor live travel schedules for delays, cancellations, or rescheduling needs.
- Provide timely support in case of emergencies or itinerary disruptions.
E. Records & Tracking
- Update the daily travel tracker (flights, hotels, expenses).
- Maintain logs of all bookings, confirmations, and vendor communication.
- Track loyalty points, corporate memberships, and reward program usage.
F. Item Shipping Management
- Coordinate shipment of booth materials, branding items, and event assets from the warehouse to event venues.
- Prepare shipping documentation (AWB, customs invoices, packing lists).
- Track courier timelines and ensure inventory dispatch according to event schedules.
- Confirm receipt of materials at the event venue and update stakeholders.
- Arrange reverse shipping of all event materials from event location back to the warehouse.
- Maintain daily records of item movement, courier communication, and receipts.
3. WEEKLY TASKS
A. Vendor Management
- Review weekly travel expenses and verify vendor invoices.
- Follow up with travel agencies, airlines, and hotels for negotiated rates or credit usage.
B. Reporting
- Prepare weekly travel reports for management.
- Highlight cost savings, travel load, and issues faced during the week.
C. Internal Meetings
- Coordinate with the finance team on pending payments or clarifications.
- Align with HR/Admin teams on upcoming travel requirements for events or onsite visits.
D. Process Improvement
- Identify recurring travel issues and recommend improvements.
- Track weekly updates related to airline policies or visa regulations.
E. Shipping Coordination & Inventory Tracking
- Review weekly shipment schedules for upcoming events.
- Track transit status and resolve courier issues or delays.
- Verify delivery and return of shipment items with warehouse teams.
- Coordinate with event teams to confirm materials received and operational.
- Maintain weekly inventory log of event assets and consumables.
- Communicate with vendors for packaging materials and faster transit deals.
4. MONTHLY / PERIODIC TASKS
A. Expense & Audit
- Compile monthly travel expense reports for finance review.
- Maintain a historical cost sheet for each event, compare year-on-year expenses
- Highlight savings achieved through strategic planning
- Verify invoices and ensure compliance with internal travel policies.
B. Travel Policy Review
- Share feedback with HR/Management to improve travel policies and processes.
C. Vendor Review
- Evaluate vendor performance based on pricing, support, and response time.
- Identify vendors for renegotiation or replacement based on performance.
D. Stakeholder Review
- Present monthly travel operations data, including:
- Number of trips handled
- Budget consumption
- Cost savings achieved
- Issues and escalations
E. Document Maintenance
- Update travel request forms, SOPs, and checklists.
- Ensure travel data is archived and accessible when required.
F. Shipping Audit & Inventory Planning
- Prepare monthly shipping and logistics expense reports.
- Audit item utilization across events and prepare stock replenishment requirements.
- Identify opportunities to optimize logistics cost via advance shipping or bulk shipment.
- Maintain monthly inventory archives for reusable assets.
- Coordinate with stakeholders for storage space planning and damaged/lost material reporting.
- Evaluate logistics vendors based on SLA adherence and performance.
5.
- Collect yearly event schedules and travel requirements from department heads in advance.
- Coordinate with the Event Lead to prepare a detailed travel plan for each event.
- Book hotel accommodations well in advance to reduce costs and avoid last-minute issues.
- Ensure all hotel bookings are close to the event venue and meet company standards.
- Maintain an annual travel calendar for all domestic and international events.
- Track changes in event dates or travel needs and update the travel plan proactively.
6. Additional
- Create a centralized Travel Information Portal (FAQs, forms, SOPs)
- Launch a Traveler Feedback Survey after each trip
- Develop Preferred Vendor List for cost savings
- Introduce Annual Travel Review Report for leadership
- Automate travel tracker with OneDrive Sheets + API
- Maintain a Travel Risk Assessment Sheet
- Maintain a Visa matrix for all employees going abroad
Role & responsibilities
Preferred candidate profile
