Travel Coordinator/Associate

Location: Bangalore

Department: Enterprise Workplace Solutions (EWS) India

Reporting To: Sr Associate Workplace Experience & Hospitality Services

Position Summary The Travel Coordinator will be responsible for the day-to-day management of domestic and international business travel across India. The role will serve as the primary point of contact for employees, visitors, travel vendors, hotels, visa partners, and transportation providers, ensuring a seamless travel experience while maintaining compliance with company travel policies and cost controls.

This is a highly operational and service-oriented role requiring strong coordination skills, attention to detail, responsiveness, and the ability to manage multiple travel requests simultaneously in a rapid-paced environment.

Key Responsibilities

Travel Planning & Coordination

1. Coordinate end-to-end domestic and international travel arrangements for employees, leadership teams, visitors, and business partners.
2. Arrange flight bookings, hotel accommodations, visa support, airport transfers, local transportation, and travel-related logistics.
3. Review travel requests against company travel policies and approval requirements before initiating bookings.
4. Provide employees with flight, hotel, and transportation options aligned with approved budgets and travel guidelines.
5. Manage last-minute travel changes, cancellations, rebookings, and emergency travel requirements.

Visa & Immigration Support
1. Coordinate visa applications through appointed travel and visa partners.
2. Support employees with invitation letters, business visa documentation, immigration requirements, and travel advisories.
3. Track visa processing timelines and ensure documentation is complete before travel commencement.
4. Maintain records of passport validity, visa expirations, and supporting travel documentation.

Hotel & Accommodation Management
1. Coordinate hotel reservations for both short-term and long-term stays.
2.



Maintain relationships with preferred hotel partners and negotiate competitive rates where required.
3. Support international visitors traveling to India by arranging accommodations and travel assistance.
4. Ensure hotel bookings comply with corporate travel standards and approved limits.

Ground Transportation Management
1. Arrange airport transfers, local transportation, executive transportation, and intercity travel requirements.
2. Coordinate transportation requirements through approved vendors.
3. Ensure timely communication of driver details, pickup schedules, and traveler itineraries.
4. Resolve real-time transportation issues and escalations.

Travel Desk Operations
1. Manage the India Travel Desk mailbox and respond to travel requests within defined service levels.
2. Act as the primary point of contact for traveler queries, booking requests, travel changes, and policy clarifications.
3. Maintain travel request trackers, booking logs, and approval records.
4. Publish standardized traveler communications, itineraries, and travel guidelines.

Vendor & Stakeholder Management
1. Liaise with travel agencies, airlines, hotels, visa partners, transportation vendors, and internal stakeholders.
2. Monitor service quality and ensure vendors meet agreed service standards.
3. Escalate booking issues and service failures to appropriate vendors.
4. Support travel program improvements and vendor performance reviews.

Compliance & Administration
1. Ensure travel bookings comply with company travel and expense policies.
2. Assist employees with expense-related travel documentation where required.
3. Support Concur and travel management system administration activities.
4.



Maintain accurate travel records, traveler profiles, and approval documentation.
5. Generate travel reports and management information including travel spend, booking trends, and vendor utilization.

International Visitor Support
1. Coordinate travel arrangements for global colleagues visiting India offices.
2. Provide pre-arrival travel information, hotel recommendations, transportation arrangements, and office logistics support.
3. Assist visitors with local travel requirements and stay-related coordination during their visit.

Requirements

Education

1. Bachelor's Degree in Business Administration, Hospitality, Tourism, Travel Management, or related field.

Experience
1. 5+ years of experience in corporate travel coordination, travel desk operations, hospitality, mobility services, executive administration, or workplace services.
2. Experience managing both domestic and international travel.
3. Experience working with travel agencies, airlines, visa partners, and hotel vendors.
4. Experience using travel platforms such as Concur, SAP Concur, ServiceNow, MakeMyTrip Corporate, Akbar Corporate, or equivalent travel systems preferred.

Key Skills
1. Travel & Event Coordination
2. Visa & Immigration Management
3. Vendor Management
4. Hotel & Hospitality Coordination
5. Executive Travel Support
6. Stakeholder Management
7. Customer Service Orientation
8. Budget Awareness & Cost Control
9. Problem Solving & Escalation Management
10. Strong Written & Verbal Communication
11. Advanced Microsoft Office Skills
12. Ability to manage multiple priorities under tight timelines

Success Measures
1. Travel requests processed within SLA.
2. Traveler satisfaction scores.
3. Zero policy compliance breaches.
4. Accurate visa and documentation support.
5. Reduction in booking errors and rework.
6. Effective vendor performance management.
7. Timely response and closure of Travel Desk requests.

Suggested Grade: Associate / Senior Associate levels

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