Travel Desk Executive

Essential Duties and Responsibilities:

• Travel Coordination:
• Organize travel arrangements for employees, including flights, trains, buses, hotels, and ground transportation.
• Prepare travel itineraries and provide detailed travel information to employees.
• Ensure cost-effective travel options by sourcing competitive rates for accommodations and transportation.
• Booking & Reservations:
• Book flights, hotels, and other travel-related services based on the needs of the employees and company guidelines.
• Coordinate visa applications, travel insurance, and other necessary documentation.
• Ensure the accuracy of travel bookings and confirmations, making adjustments as needed.
• Travel Expense Management:
• Manage travel-related expenses and ensure adherence to company budgets.
• Review travel expense reports submitted by employees and ensure proper documentation for reimbursement.
• Negotiate corporate rates with airlines, hotels, and car rental agencies to ensure the best deals.
• Vendor Management:
• Maintain relationships with travel vendors (travel agencies, airlines, hotels, and car rental companies) to ensure reliable services.
• Evaluate travel service providers periodically to ensure competitive pricing and quality service.
• Compliance & Policy Adherence:
• Ensure that all travel arrangements comply with company policies and procedures.
• Communicate travel policies to employees and ensure they are followed during the booking process.
• Assist employees with any issues or changes related to their travel.
• Employee Support:
• Act as the point of contact for any travel-related queries or concerns from employees.
• Provide travel-related assistance to employees, such as rebooking flights, addressing travel delays, or handling last-minute travel requests.
• Keep employees informed about their travel arrangements, including changes or cancellations.
• Reporting & Documentation:
• Maintain accurate records of travel bookings, invoices, and expenses for future reference and audits.
• Generate reports on travel expenditures and patterns to help optimize the companys travel policy.
• Assist in preparing annual travel budgets and monitor travel expenses against budgeted amounts.
• Travel Safety & Emergency Management:
• Monitor travel alerts and provide safety updates to employees traveling to high-risk locations.
• Assist with emergency travel-related issues, such as flight cancellations, lost luggage, and other urgent situations.

Work Experience Requirements:

• 2-4 years of experience in travel coordination, preferably within the manufacturing or corporate sector.
• Experience in managing corporate travel for a large number of employees or handling travel for a manufacturing company is a plus.

Specific Technical Skills Required

• Strong organizational and time management skills.
• Ability to manage multiple travel requests simultaneously and efficiently.
• Proficiency in MS Office (Excel, Word, Outlook) and travel booking platforms.
• Strong negotiation skills to secure competitive rates with travel service providers.
• Excellent communication skills, both written and verbal.
• Attention to detail and accuracy in managing travel arrangements and documentation.
• Ability to handle travel emergencies and last-minute changes calmly and professionally.
• Knowledge of travel regulations, visa processes, and travel insurance.

Specific Soft Skills Desired

• Proactive and solution-oriented.
• Ability to work under pressure and handle unexpected travel issues.
• A customer-service mindset, with a focus on providing excellent support to employees.