Job Description: Administration & Travel Desk

About the Role

Key Responsibilities

1. Office Administration

• Manage daily office administration and ensure smooth office operations.
• Maintain office supplies, stationery, inventory, and other administrative requirements.
• Coordinate with housekeeping, security, maintenance, and other facility service providers.
• Handle vendor management, quotations, purchase requests, and invoice coordination.
• Maintain administrative records, bills, documents, and expense reports.
• Coordinate meetings, conference room bookings, and visitor management.
• Support employee onboarding and other administrative requirements.
• Ensure the office environment is well-maintained and organized.

2. Travel Desk Management

• Manage domestic travel arrangements for employees, management, and leadership teams.
• Coordinate flight, train, bus, and hotel bookings as per company policies and approved budgets.
• Arrange local transportation, airport transfers, and cab bookings.
• Manage travel itineraries, booking confirmations, and travel-related documentation.
• Coordinate with travel agencies, hotels, and transport vendors to obtain competitive rates.
• Handle travel cancellations, rescheduling, refunds, and booking modifications.
• Maintain employee travel records, travel expenses, and supporting bills.
• Ensure timely coordination for business trips, meetings, and official visits.

3. Expense & Vendor Coordination

• Track administrative and travel-related expenses against approved budgets.
• Verify vendor invoices and coordinate with the Finance team for payments.
• Maintain records of purchase orders, bills, quotations, and vendor contracts.
• Support cost optimization by identifying economical travel and administrative solutions.

4. Coordination & Reporting

• Coordinate with internal departments for administrative and travel requirements.
• Provide timely updates to management regarding bookings, expenses, and pending requests.
• Maintain confidentiality of employee information, travel details, and company documents.
• Perform additional administrative duties as assigned by management.

Required Skills & Qualifications

• Graduate in any discipline; relevant certifications are an advantage.
• 2–4 years of experience in office administration, facilities coordination, or travel desk management.
• Prior experience handling flight, hotel, and cab bookings is preferred.
• Strong vendor management, negotiation, and coordination skills.
• Good verbal and written communication skills.
• Basic proficiency in MS Excel, MS Word, email, and office management tools.
• Strong organizational skills, attention to detail, and time management.
• Ability to multitask and manage urgent requests efficiently.

Preferred Candidate Profile

• Hands-on experience managing both office administration and employee travel arrangements.
• A proactive, dependable, and solution-oriented approach.
• Ability to coordinate with senior management, employees, and external vendors.
• Focus on service quality, cost control, and timely execution.
• Key Objective: To ensure efficient office administration and seamless travel arrangements while maintaining service quality, accurate documentation, and cost efficiency.