Position/Role Overview:

We are looking for a proactive and detail-oriented Travel Desk Executive to manage end-to-end travel arrangements for employees, consultants, candidates, and visitors across our four locations. The role requires solid coordination skills, cost optimization, vendor management, and the ability to handle travel requirements efficiently while ensuring a seamless travel experience.

Key Responsibilities:

Travel Coordination

- Manage end-to-end domestic travel bookings, including flights, trains, buses, taxis, and hotel accommodations.
- Coordinate travel arrangements for employees, leadership, candidates, consultants, and external stakeholders.
- Ensure timely confirmations and communicate travel itineraries to travelers.
- Support emergency and last-minute travel requirements.
- Coordinate end-to-end international travel arrangements, including flights, hotels, visas, travel insurance, trains, and other related travel requirements.
- Support travelers with visa documentation, invitation letters, and other travel-related documentation and requirements.
- Track passport and visa validity, where required, for frequent international travelers.
- Maintain a repository of frequent flyer membership details, seat preferences, meal preferences, and airport assistance requirements to facilitate a smooth and personalized travel experience.

Vendor Management

- Coordinate with travel agencies, transport vendors, hotels, and local accommodation providers.
- Negotiate competitive rates and maintain strong vendor relationships.
- Evaluate vendor performance and ensure service quality.

Travel Operations





- Ensure adherence to the organization's travel policy and approval process.
- Maintain travel calendars, booking records, and traveler databases.
- Track travel expenses and support cost optimization initiatives.
- Resolve travel-related issues such as cancellations, rescheduling, delays, and refunds.

Guest & Field Visit Coordination

- Arrange accommodation and local transportation for visitors, consultants, and interview candidates.
- Coordinate logistics for field visits to Velhe, Devrukh, and other project locations.
- Work closely with internal teams to ensure smooth travel and stay arrangements.

Documentation & Reporting

- Maintain travel records, invoices, bills, and payment documentation.
- Verify travel invoices and coordinate with the Finance team for timely processing.
- Generate periodic MIS reports on travel expenses, vendor utilization, and travel trends.
- Ensure compliance with internal policies and audit requirements.

Stakeholder Coordination

- Collaborate with HR, Administration, Finance, Program Teams, and Office Coordinators across all locations.
- Act as the single point of contact for travel-related queries and support.

Education - Master or Bachelor's degree in any discipline

Years of Experience - 4–5 years of experience in Corporate Travel Desk, Travel Administration,



or Travel Operations

Technical Expertise -

- Experience coordinating travel across multiple office locations and remote field offices.
- Experience in coordinating international travel, visa documentation, travel insurance, and related requirements will be an added advantage.
- Experience in NGO, Corporate, Hospitality, or Multi-location organizations will be an added advantage.

Key Competencies -

- CustomerService Orientation
- Time Management
- Vendor Management
- Cost Consciousness
- Planning & Coordination
- Problem Solving
- Attention to Detail
- Stakeholder Management
- Adaptability
- Accountability
- International Travel Coordination
- Documentation & Compliance

Required Skills -

- Strong planning and organizational skills.
- Excellent communication and coordination abilities.
- Ability to manage multiple travel requests simultaneously.
- Strong negotiation and vendor management skills.
- High attention to detail and problem-solving ability.
- Ability to work under pressure and handle urgent travel requirements.
- Good knowledge of MS Excel, MS Office, and travel management systems.
- Ability to manage multiple travel requests and competing priorities simultaneously.
- Ability to remain calm, responsive, and solution-oriented while handling last-minute changes, disruptions, and travel emergencies.
- Strong attention to detail and accuracy in travel bookings, documentation, and financial records.
- Good understanding of international travel documentation and visa-related requirements.

Benefits:
- Health insurance

Work Location: In person

📌 Executive - Travel Desk (Bandra West)
🏢 Raintree Foundation (India)
📍 Bandra West