Travel Desk Executive

About the Role

We are looking for a proactive and detail-oriented Travel Desk & Admin Assistant to manage employee travel arrangements, handle front office operations, and provide administrative support to ensure smooth day-to-day office operations. The ideal candidate should possess strong coordination, communication, organizational, and interpersonal skills.

Key Responsibilities

Travel Desk Management

• Coordinate domestic and international travel bookings, including flights, trains, hotels, and local transportation.
• Ensure travel bookings are made in compliance with company travel policies and approved budgets.
• Liaise with travel vendors, airlines, hotels, and travel management companies for reservations and modifications.
• Handle travel-related queries, cancellations, rescheduling, and emergency travel requirements.
• Maintain travel records, reports, and booking documentation.
• Track travel expenses and assist employees with travel reimbursements.
• Provide travellers with itineraries, tickets, hotel vouchers, and travel-related information.
• Monitor vendor performance and negotiate competitive rates where applicable.

Administrative Support

• Manage office supplies and maintain inventory of stationery and other office essentials.
• Coordinate facility-related activities, including housekeeping, pantry management, and office maintenance.
• Assist in organizing company events, meetings, leadership visits, and employee engagement activities.
• Handle courier, dispatch, and vendor coordination activities.
• Maintain administrative records, invoices, purchase requests, and payment follow-ups.
• Support onboarding activities by arranging workstation setup, ID cards, welcome kits, and related requirements.
• Coordinate with internal departments and external vendors for smooth administrative operations.
• Prepare and maintain MIS reports related to travel and administration activities.

Reception & Front Office Management

• Manage the front desk and act as the first point of contact for visitors, employees, and guests.
• Welcome visitors and ensure proper visitor registration and access management procedures are followed.
• Handle incoming calls, emails, and direct enquiries to the appropriate departments.
• Coordinate meeting room bookings and ensure meeting rooms are adequately prepared.
• Maintain visitor records and issue visitor badges as per company guidelines.
• Assist in handling incoming and outgoing mail, courier services, and deliveries.
• Ensure the reception area is maintained in a clean, professional, and presentable manner at all times.
• Support leadership and guests by coordinating hospitality arrangements during office visits.