Travel Executive

Job Description

Travel Executive Job Purpose The Travel Executive is responsible for managing travel and accommodation arrangements for field teams, office staff, and external stakeholders across India. This role also includes vendor management, cost optimization, and administrative support for company events and meetings. The position is critical for ensuring smooth travel operations while maintaining budgets and enhancing cost efficiency. Key Responsibilities Coordinate domestic and international travel for the field sales and service teams, office staff, and occasionally customers or external stakeholders Ensure timely booking of flights, hotels, and other travel arrangements to avoid cost escalations Negotiate with airlines, hotel chains, and travel vendors to secure competitive rates and establish long term relationships Maintain and update a centralized travel calendar to track bookings and itineraries for all teams Handle last-minute changes, cancellations, or rescheduling efficiently Book venues, travel, and accommodation for quarterly team meetings (20-100 attendees) and customer events (40-70 attendees) Liaise with hotels and catering services to ensure smooth event execution without attending on-site Provide logistical support for event related materials and arrangements Identify and onboard reliable travel vendors, including online and offline providers, ensuring quality and competitive pricing Manage and renew arrangements with hotel chains and airlines to maintain preferred rates and partnerships Evaluate vendor performance and identify cost-saving opportunities Monitor travel budgets and implement strategies to reduce costs Ensure all bookings comply with company travel policies and guidelines Maintain detailed records of all travel expenses for reporting and audits Act as the single point of contact for all travel-related inquiries and requests from employees Proactively communicate travel confirmation, itineraries, and updates to the respective stakeholders Address emergencies or changes with prompt solutions Create and maintain a database of frequent travellers and travel preferences for faster bookings Compile periodic reports on travel expenditure and highlight area of cost reduction Key Skills and Competencies Strong negotiation and vendor management skills Exceptional organisational and multitasking abilities Excellent communication and interpersonal skills Proficiency in using online travel platforms and booking tools Basic financial acumen to monitor and manage travel budgets Qualifications and Experience Bachelors degree in any discipline 3-5 years of experience in travel management or related field Experience in coordinating corporate travel Familiarity with managing travel for pan- India