Executive Senior - Admin

Designation: Executive – Travel Desk Department: Administration / Travel Desk Employment Type: Full Time, Permanent Role Category: Administration & Travel Operations Location: Hyderabad, ECIL X Roads Reporting: Travel Desk Lead / Administration Manager Role Overview: We are looking for a detail-oriented and service-oriented Travel Desk Executive to coordinate official domestic and international travel arrangements for employees and business stakeholders. The role covers flight, hotel and cab bookings, visa and insurance coordination, vendor billing, finance follow-up, travel records and MIS reporting. The incumbent will ensure that travel requests are validated and processed in line with company travel policy, approval requirements, budget controls, traveller safety and documentation standards. The role also supports vehicle fleet, driver roster and transport operations, wherever assigned. Key Roles & Responsibilities: A. Travel Request Validation & Approvals • Receive and review travel requests for business purpose, traveller details, department, dates, destination, cost centre/project code and required approvals. • Validate requests against company travel policy, employee entitlement, budget, lead time and special requirements. • Obtain and compare suitable travel options/quotations, including total cost, baggage, change fees, cancellation conditions and other applicable charges. • Ensure required approvals are recorded before booking or committing expenditure; escalate urgent requests, policy deviations and high-cost options. • Maintain a traceable record of requests, quotations, approvals and approved exceptions. B. Domestic & International Travel Bookings • Coordinate domestic and international flight bookings through approved channels and vendors after obtaining the required approvals. • Verify traveller name, route, travel dates, timings, contact details and special service requirements before ticket issuance. • Share e-tickets, PNR details, itineraries, fare conditions, baggage information and relevant support contacts with travellers. • For international travel, coordinate checks relating to passport validity, visa status, transit/entry requirements, travel class and approved itinerary. • Send check-in reminders and assist with online check-in and boarding pass coordination, where permitted and with traveller consent. • Manage approved ticket changes, cancellations, refunds, airline credits and unused tickets; communicate changes promptly and track closure. C. Hotel & Ground Transport Arrangements • Arrange accommodation based on destination, check-in/check-out dates, room requirements, approved rates, safety, location and policy limits. • Share hotel vouchers, address, contact details, check-in instructions, inclusions, cancellation terms and billing instructions. • Coordinate cab bookings and airport transfers by confirming pickup/drop details, flight information, passenger count, luggage and contact numbers. • Use approved cab vendors and rates; share driver/vehicle details and pickup instructions with travellers in advance. • Monitor airport pickups and travel disruptions, particularly late-night movements, and escalate delays, no-shows, unsafe vehicles or service complaints. • Verify completed services and supporting records, including waiting charges, tolls, parking and cancellations. D. Visa & Travel Insurance Coordination • Coordinate visa documentation by confirming destination, nationality, travel purpose, dates, transit countries, visa category and processing timelines. • Share applicable document checklists and deadlines and coordinate employer/invitation letters, itinerary, hotel details, insurance evidence and other required documents. • Coordinate visa appointments, biometrics/interviews, approved fee payments, courier and passport custody through authorized processes. • Track visa application progress and escalate delays or deadline risks to the Travel Desk Lead and authorized specialists. • Coordinate with the Insurance/Risk Team to confirm applicable travel coverage, limits, exclusions, assistance contacts and claim procedures. • Share sensitive passport, visa and insurance information only through approved secure channels; do not guarantee visa approval or entry. E. Vendor Bills, Finance & Payment Coordination • Collect and verify vendor invoices against approved quotations/contracts, booking confirmations, actual services and authorized changes. • Check vendor details, invoice number/date, billing entity, tax details, line items, bank details, duplicate charges and applicable credit notes. • Prepare complete payment documentation, including approved request, invoice, service evidence, cost coding and approval reference, and submit it to Finance. • Track invoice receipt, submission, acknowledgement, queries, due dates, payment status and pending actions; follow up to support on-time processing. • Coordinate reconciliation of vendor statements, payments, refunds, credits, advances and employee claims with Finance/Accounts Payable. • Escalate invoice discrepancies, missing documents, rejected submissions and potential overdue payments; maintain an audit trail. F. Vehicle Fleet, Driver & Duty Roster Management • Receive and validate official vehicle requests and allocate suitable available vehicles based on approval, passenger count, trip requirements, safety and cost. • Coordinate drivers and transport vendors, prepare duty rosters and communicate vehicle registration, driver contact and pickup details to requesters. • Maintain vehicle and driver records, including registration, insurance, permits, fitness documents, driving licence validity, attendance and duty assignments. • Monitor vehicle readiness, cleanliness, safety equipment, document validity and preventive maintenance schedules; do not deploy unsafe or non-compliant vehicles. • Track trip start/end details, odometer readings, distance, fuel/charging, tolls, parking, waiting time and other approved charges. • Maintain fuel, maintenance and trip registers; reconcile trip records with vendor invoices or internal cost records. • Escalate accidents, unsafe vehicles, invalid documents, unfit drivers, complaints, unexplained costs and suspected misuse immediately. G. MIS, Records & Compliance • Maintain updated trackers for travel requests, bookings, changes, cancellations, refunds, visa cases, insurance coordination, vendor invoices and vehicle operations. • Prepare and submit monthly MIS covering travel volumes, air travel, accommodation, ground transport, visa/documentation, insurance, vendor payments, spend, savings, service performance and exceptions. • Monitor booking accuracy, turnaround time, pickup performance, complaints, cost variances, vendor performance and outstanding actions. • Maintain complete and retrievable records of approvals, quotations, tickets, vouchers, invoices, payment proof, refunds and service-completion evidence. • Ensure adherence to company travel policy, approval matrix, budget controls, data privacy requirements and record-retention rules. • Protect confidential traveller, passport, visa, identity, insurance and payment information and report suspected fraud, data loss or unauthorized disclosure. H. Coordination & Service Support • Coordinate with employees, requesting departments, reporting managers, Administration, Finance, Insurance/Risk, HR/Immigration/Legal and approved travel vendors. • Respond to travel queries and provide timely booking confirmations, itinerary updates and support information. • Handle cancellations, missed connections, hotel issues, cab no-shows and other disruptions by prioritizing traveller safety and arranging approved alternatives. • Document incidents, decisions, costs, communications and resolutions; follow up on corrective and preventive actions. • Escalate matters beyond delegated authority to the Travel Desk Lead / Administration Manager. Qualification & Experience: Any Graduate. 4–5 years of relevant experience in Travel Desk Operations, Travel Coordination, Administration or a related role. Key Skills: • Knowledge of domestic and international travel booking processes, including flights, hotels and ground transport. • Good coordination and communication skills for working with employees, departments and external vendors. • Strong documentation, record-maintenance and follow-up skills. • Working knowledge of MS Excel and preparation of trackers and MIS reports. • Basic understanding of invoices, quotations, cost comparisons, payment documentation and reconciliation. • Ability to manage multiple requests, changing schedules and time-sensitive travel requirements. • Attention to detail in verifying traveller information, bookings, invoices and supporting documents. • Awareness of travel policy compliance, approval controls, traveller safety and data confidentiality. • Problem-solving skills and ability to handle service issues and escalate exceptions promptly. • Coordination skills for vehicle allocation, driver rosters and transport records, wherever assigned.