Assistant Manager - Admin & Travel Desk

Key Responsibilities

1. Office Administration & Facility Management

• Manage day-to-day office operations, including maintenance, security, housekeeping, and vendor management.
• Ensure office supplies, pantry, and other essentials are well-stocked and maintained.
• Handle asset management and procurement of office equipment.
• Maintain and enforce workplace safety and compliance with local regulations.
• Coordinate with IT, HR, and Finance teams for smooth operational processes.

2. Travel Desk & Logistics Management

• Plan and manage domestic and international travel arrangements for employees and senior management.
• Ensure travel bookings (flights, hotels, cabs, and visas) are cost-effective and adhere to company policies.
• Develop and maintain relationships with travel agencies, hotels, and transportation providers.
• Track travel expenses and optimize travel budgets.
• Handle emergency travel changes, cancellations, and rebooking requirements.

3. Vendor & Contract Management

• Negotiate contracts and service agreements with travel agencies, hotels, transport providers, and facility vendors.
• Monitor vendor performance and ensure high-quality services.
• Process invoices, maintain expense records, and ensure timely payments.

4. Event & Meeting Coordination

• Assist in planning and organizing corporate events, offsites, and meetings.
• Coordinate meeting room bookings, conference calls, and office events.
• Manage logistics for guest visits, including accommodation and local transport.

5. Compliance & Documentation

• Maintain proper documentation for travel records, invoices, contracts, and policies.
• Ensure compliance with company policies and regulatory travel guidelines.
• Implement process improvements to enhance efficiency in travel and administration.

Key Skills & Competencies

• Strong organizational and multitasking abilities
• Excellent negotiation and vendor management skills
• Proficiency in MS Office (Excel, Word, PowerPoint) and travel booking tools
• Good understanding of corporate travel policies and expense management.
• Strong communication and interpersonal skills
• Problem-solving ability and attention to details.
• Ability to handle pressure and manage last-minute travel requests
• Must have good connection in the industry
• Travel to all office location is mandatory

Education & Experience:

• Education: Bachelors degree in business administration, Hospitality, or a related field.
• Experience: 5+ years of experience in office administration, facility management, or corporate travel.