Travel Desk Executive

Wardwizard Innovations & Mobility Limited

Location : Vadodara, Gujarat

Job Title

Travel Desk Executive / Travel Coordinator

Department

Administration

Job Purpose

To manage, coordinate, and execute all domestic and international travel requirements of the companys employees, ensuring cost-effectiveness, compliance with policies, and employee convenience while maintaining high service quality.

Key Responsibilities

1. Travel Management

• Handle end-to-end domestic and international travel arrangements for employees, directors, and consultants.
• Book air, rail, bus tickets, and arrange local conveyance as per approved travel requests.
• Manage hotel bookings, travel insurance, visa applications, and foreign exchange requirements.
• Ensure travel bookings align with company’s Travel Policy.

2. Coordination & Communication

• Liaise with travel agencies, airlines, hotels, and transport vendors for best rates and services.
• Communicate confirmed travel itineraries to employees on time.
• Provide assistance to employees during travel in case of emergencies, cancellations, or delays.

3. Documentation & Compliance

• Maintain records of all travel bookings, invoices, and approvals.
• Ensure compliance with visa/immigration laws, RBI guidelines (foreign exchange), and company travel policies.
• Coordinate with Finance for travel advances, reimbursements, and settlement of expenses.

4. Vendor & Cost Management

• Negotiate with vendors to secure cost-effective rates without compromising quality.
• Regularly review vendor performance and suggest improvements.
• Monitor travel expenses and submit monthly/quarterly MIS reports to management.

5. Employee Support & Safety

• Provide 24x7 support contact for traveling employees.
• Ensure emergency protocols are in place for international travelers.
• Share company’s travel guidelines and dos/don’ts with employees.

Key Skills & Competencies

• Strong organizational and multitasking skills.
• Knowledge of domestic and international travel procedures.
• Excellent communication and negotiation abilities.
• Familiarity with visa procedures, foreign exchange rules, and travel insurance.
• Proficiency in MS Office and travel booking software/portals.
• Ability to handle travel emergencies calmly and efficiently.

Qualification & Experience

• Graduate in any discipline (preferably in Travel & Tourism / Hospitality).
• 2–5 years of experience in managing corporate travel desk (domestic & international).
• Experience in dealing with travel agencies, airlines, hotels, and visa authorities.