Travel Desk Executive

The Travel Desk Executive will manage the end-to-end travel logistics for athletes, coaches, and staff members both domestic and international. The role involves booking arrangements, visa processing, and tracking travel costs per athlete, ensuring transparency, accountability, and alignment with the organization's planning and budgeting.

Key Responsibilities

Travel Planning & Execution

• Manage flight, train, and local transport bookings for athletes, coaches, staff, and officials.
• Prepare detailed travel itineraries aligned with competition, training, or exposure schedules.
• Coordinate group bookings and manage last-minute changes or contingencies efficiently.

Visa & Documentation

• Handle visa application processes including documentation, embassy coordination, and appointment bookings.
• Maintain accurate records of passports, visa validity, and renewals for all traveling stakeholders.
• Work with relevant authorities for official invites, NOCs, and supporting documents.

Vendor & Cost Management

• Liaise with travel agencies and booking platforms to secure cost-effective options.
• Ensure compliance with internal travel policies and approvals for all bookings.
• Process invoices and follow up on vendor payments in coordination with the accounts team.

Travel Data & Cost Tracking

• Maintain detailed records of travel expenditure by athlete, coach, and event.
• Prepare per-athlete and per-trip cost summaries to support internal reviews and budgeting.
• Submit monthly and quarterly travel expenditure reports to management.
• Support the finance team during audits by providing organized, traceable travel data.

Coordination & Support

• Communicate travel plans and confirmations promptly to all stakeholders.
• Act as the go-to person for any travel-related issues or emergency changes.
• Provide travel assistance for major events, international departures, or delegations as needed.

Key Requirements

• Education

  : Graduate in any discipline; Certification in Travel & Tourism (IATA/UFTAA or equivalent) is a plus.

• Experience

  : 3 to 5 years in travel coordination, preferably with exposure to sports teams or education groups.

• Skills

  :
• Strong knowledge of booking platforms and visa procedures
• Proficiency in MS Excel/Google Sheets for travel data and cost tracking
• High attention to detail with the ability to handle large datasets
• Excellent communication and organizational skills
• Ability to manage high-pressure travel schedules and large group logistics