Key Responsibilities

1. Travel Management & Booking

- Manage end-to-end domestic and international travel arrangements for employees, management, guests, and official visitors.

- Coordinate and book flights, trains, hotels, cabs, local transportation, and other travel requirements.

- Prepare and share travel itineraries, confirmations, tickets, hotel details, and transportation arrangements.

- Coordinate travel requirements for official meetings, events, conferences, competitions, and school-related activities.

- Ensure timely booking and cost-effective travel options as per organisational policies.

- Maintain records of all travel bookings, cancellations, modifications, and expenses.

- Handle last-minute travel changes, cancellations, rescheduling, and emergency travel requirements.

2. Travel Vendor Management

- Identify, coordinate with, and manage travel agencies, hotels, cab operators, transport providers, and other travel vendors.

- Obtain quotations and compare rates to ensure cost-effective arrangements.

- Negotiate rates and service terms with vendors wherever applicable.

- Maintain an updated database of approved travel vendors and their contact details.

- Monitor vendor performance, service quality, response time, and billing accuracy.

- Coordinate with vendors for resolving service-related issues and discrepancies.

- Verify travel invoices and coordinate with Finance for timely processing of payments.

3. Reception & Front Office Management

- Manage the reception/front desk and ensure a professional and welcoming experience for all visitors.

- Receive and greet parents, visitors, vendors, candidates, and other stakeholders.

- Manage incoming calls, messages, emails,



and visitor enquiries and direct them to the appropriate department/person.

- Maintain visitor records and ensure adherence to visitor management and security protocols.

- Coordinate appointments and meetings for management and relevant team members.

- Guide visitors and ensure smooth movement within the premises.

- Maintain a professional and organised reception area.

- Coordinate with security and other departments regarding visitor entry and exit.

4. Administrative Coordination

- Provide day-to-day administrative support to HR, Administration, Management, and other departments.

- Coordinate meeting rooms, refreshments, transportation, and other logistical requirements for meetings and events.

- Support arrangements for employee events, official visits, workshops, training programmes, and school activities.

- Maintain records, trackers, documents, and administrative data.

- Coordinate with internal teams for smooth execution of administrative requirements.

- Support procurement of travel and office-related services wherever required.

5. Records, Bills & Documentation

- Maintain proper records of travel bookings, vendor quotations, invoices, bills, and approvals.

- Track travel expenses and ensure documentation is complete.

- Maintain monthly travel and vendor reports.





- Ensure all bookings and expenses are supported by appropriate approvals and documents.

- Coordinate with Finance for invoice verification, payment follow-ups, and reconciliation.

6. Compliance & Cost Control

- Ensure all travel bookings comply with the organisation's travel policies and approval processes.

- Maintain confidentiality of employee and management travel information.

- Identify opportunities to reduce travel and administrative costs without compromising service quality.

- Ensure timely renewal/maintenance of vendor agreements and service arrangements, wherever applicable.

Required Skills & Competencies

- Excellent communication and interpersonal skills.

- Strong coordination and follow-up abilities.

- Positive knowledge of travel booking platforms, online booking portals, and travel agencies.

- Strong vendor management and negotiation skills.

- Good organisational and time-management skills.

- Ability to handle multiple requests and priorities simultaneously.

- Proficiency in MS Office, Excel, email, and Google Workspace.

- Professional appearance and customer-service orientation.

- Strong problem-solving and decision-making abilities.

- Ability to handle last-minute changes and urgent requirements calmly and efficiently.

Educational Qualification

- Graduate in Travel & Tourism, Hospitality, Business Administration, Management, or any relevant discipline.

- Certification/diploma in travel, hospitality, or administration will be an added advantage.

Experience

- 1–3 years of relevant experience in travel management, administration, front office/reception, hospitality, or a similar role.

📌 Admin & Travel Executive (Gurugram)
🏢 Cyboard School
📍 Gurugram