Travel Desk and Admin Executive

Position Overview:

We are seeking a highly organized and proactive Travel Desk and Admin Executive to join our team at Kingsmen India. This individual will play a key role in managing all travel arrangements for employees, along with supporting administrative functions to ensure smooth day-to-day operations. The ideal candidate will have strong communication skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities:

Travel Desk Responsibilities:

Travel Coordination:

Plan, book, and coordinate travel arrangements for employees, including flights, hotels, and ground transportation.

Ensure all travel bookings align with company policies and budget.

Handle changes and cancellations to travel itineraries, ensuring minimal disruption to employee schedules.

Travel Documentation:

Maintain accurate records of travel bookings, expenses, and itineraries.

Ensure all necessary travel documents (visas, passports, travel insurance) are in order.

Travel Support:

Provide employees with pre-trip information, including itineraries, hotel details, and any special instructions.

Assist with any post-travel requirements, such as expense reports and follow-ups.

Cost Management:

Monitor and report on travel-related expenses, ensuring they stay within allocated budgets.

Explore cost-effective travel options and negotiate with vendors for better rates.

Administrative Responsibilities:

Office Administration:
Manage day-to-day office operations and ensure smooth functioning of the office environment.

Coordinate office supplies, including inventory management and procurement.

Handle incoming phone calls, emails, and correspondence as needed.

Event Coordination:
Assist in organizing internal events, meetings, conferences, and employee engagement activities.

Coordinate logistics for any external or client-related events, ensuring all details are in place.

Vendor Management:
Liaise with vendors for office services such as housekeeping, security, and maintenance.

Ensure timely payments and vendor contract renewals.

Document Management:

Maintain and update office files, records, and documentation.

Assist in preparing reports and presentations for the management team.

Employee Support:
Assist employees with administrative queries and ensure their day-to-day needs are met.

Support HR with documentation and employee onboarding activities when required.

Required Skills and Qualifications:

• Education: Bachelor's degree in Business Administration, Hospitality, Travel & Tourism, or a related field.
• Experience: 2-3 years of experience in travel desk coordination and office administration.
• Technical Skills: Proficient in MS Office Suite (Excel, Word, PowerPoint), email communication, and travel management software (preferred).
• Communication Skills: Strong verbal and written communication skills in English. Knowledge of any additional language is a plus.
• Organization: Ability to multitask and manage time effectively, with a keen eye for detail.
• Problem-Solving: Ability to address travel or administrative challenges promptly and efficiently.
• Interpersonal Skills: Friendly and approachable with strong interpersonal skills to interact with employees, vendors, and external partners.

Preferred Skills:

• Experience in travel coordination for corporate teams or events.
• Familiarity with corporate policies regarding travel and expenses.
• Ability to handle sensitive information with confidentiality.