Travel Desk Executive

Job Description

Areas of Responsibility Description Travel Desk Management (Hotel & Transport) Manage organizations travel desk & provide seamless support to employees. Provide hotel booking services for the overall MPG group. Book & confirm hotel reservations for employees in compliance with the company’s Travel Policy. Manage Flight/Train/CAB services for eligible staff at PAN-India. Manage cancellation & refunds for Hotel & Flight bookings. Monitor travel expenses & identify areas for cost savings Negotiate rates with hotels & transporters to ensure optimal cost savings. Compare rates & secure bookings at the lowest possible cost while ensuring quality. Ensure secure travel options with Flexible cancellation/Free periods to avoid additional charges. Respond promptly to travel-related queries, ensuring quality service to employees. Handle exceptions or special requests while maintaining compliance & cost efficiency. Ensure timely & accurate ticket confirmations to facilitate smooth travel experiences. Share travel itineraries and ticket information to employees promptly Arrange accommodation & transportation for annual functions/events. Develop and update the organization’s travel polices based on best practices and industry standards. Stay updated on travel advisories, geopolitical risks thus ensuring the safety of employees during travel. Vendor Empanelment & Management Negotiate with hotels and transporters for onboarding service vendors. Identify, evaluate, and empanel new service vendors through a comprehensive selection process. Conduct due diligence, including background checks and reference verifications, to ensure vendor reliability. Negotiate contracts and agreements with vendors to secure favorable terms. Manage vendor contracts in coordination with the Legal team, including renewals, amendments, and terminations. Monitor vendor performance, ensuring quality, timeliness, and cost efficiency. Analyze market trends to identify opportunities for cost savings and efficiency improvements. Conduct data analysis to recognize trends and recommend actionable improvements in vendor performance and service delivery. Ensure vendor operations comply with legal, ethical, and organizational standards. Analyze travel pattern & recommend strategies for optimizing travel spends, such as bulk deals or preferred vendor partnership. Vendor Invoice Verification, Clearance & Travel Reports Prepare and verify the monthly report of all invoices for MPG groups, segregating them as per cost center for submission & payment processing. Verify vendor bills/invoices for hotels and transportation services against special agreed rates, purchase orders, and contracts. Identify discrepancies, errors, or irregularities in invoices and resolve them promptly in coordination with vendors and the Finance team. Collaborate with the Finance team to process payments efficiently and maintain accurate records. Prepare periodic reports on travel expenses, compliance and cost saving for review & audit. Analyze & Forecast travel budget and identify trends or issues requiring attention Hospitality Manage cafeteria Service & hygiene Coordinate with the service vendor timely delivery for services. Supervise & manage the housekeeping staff at the Head Office. Evaluate & manage the overall performance of reception desk & services. Address all maintenance & additional requirements for the Gym to ensure a premium experience for staff.