Role Overview

We are looking for an organized and proactive Admin & Travel Desk professional to manage day-to-day administrative activities along with end-to-end business travel coordination. The role will be responsible for domestic and international travel arrangements, including air ticket booking, hotel reservations, visa coordination for European and US countries, travel documentation, vendor management, procurement, petty cash and general office administration. The ideal candidate should have strong coordination skills, attention to detail, good vendor-management capabilities, and the ability to handle multiple administrative and travel requirements simultaneously.

Key Responsibilities

1. Travel Desk Management

- Manage the end-to-end travel desk for employees and business visitors.
- Coordinate domestic and international travel requirements.
- Book air tickets, hotels, airport transfers, cabs and other travel arrangements.
- Coordinate travel itineraries based on employee and business requirements and company travel policy.
- Compare travel options and negotiate with travel agencies/vendors to obtain competitive rates.
- Maintain records of travel bookings, cancellations, rescheduling and travel expenses.
- Coordinate emergency or last-minute travel requirements.
- Ensure travel bookings comply with company travel policy and approved budgets.
- Maintain a centralized database of employee travel and passport details, wherever required.

2. Visa Processing – Europe & USA

- Coordinate the end-to-end visa process for employees travelling to European countries and the USA.
- Coordinate with employees, travel agencies, visa consultants, embassies/consulates and visa application centres.
- Assist employees with visa application forms, appointment scheduling, documentation, invitation letters, travel insurance and other supporting documents.
- Track visa application status and ensure timely completion of the process.
- Maintain records of visa applications, approvals, rejections, validity and expiry dates.
- Ensure employees are informed about required documentation and timelines.
- Coordinate visa-related requirements for business travel, client visits, onsite assignments and meetings.
- Stay updated on changes in visa documentation and procedural requirements.

3. Vendor Management

- Identify, evaluate and coordinate with vendors for travel, accommodation, transportation, facility, housekeeping, stationery and other administrative requirements.
- Obtain quotations, compare commercial terms and negotiate with vendors.
- Maintain an updated vendor database and contact list.
- Monitor vendor performance, service quality and adherence to agreed terms.
- Coordinate vendor onboarding and documentation.




- Resolve vendor-related issues and ensure timely service delivery.
- Coordinate with Finance for invoice verification and payment processing.

4. Procurement & Purchase Activities

- Handle day-to-day administrative procurement and purchase requirements.
- Obtain quotations and prepare comparative statements for purchases.
- Raise purchase requests/orders as per company process.
- Coordinate with vendors for timely delivery of goods and services.
- Maintain purchase records, quotations, POs, invoices and related documentation.
- Monitor inventory levels for stationery, office supplies, pantry items and other administrative requirements.
- Ensure purchases are made within approved budgets and company guidelines.
- Coordinate with Finance and relevant stakeholders for invoice processing and payments.

5. Petty Cash Management

- Manage and maintain the company’s petty cash fund for day-to-day administrative expenses.
- Handle petty cash disbursements against approved administrative requirements.
- Maintain proper petty cash vouchers, bills, receipts and supporting documents for every transaction.
- Ensure all petty cash expenses are within approved limits and company policies.
- Maintain a daily/periodic petty cash register and ensure accurate recording of all transactions.
- Reconcile the physical cash balance with the petty cash register on a regular basis.
- Prepare and submit petty cash statements and replenishment requests to Finance.
- Coordinate with Finance for petty cash top-up/reimbursement.
- Ensure timely submission of supporting documents for accounting and audit purposes.
- Monitor petty cash utilization and highlight any unusual or exceptional expenses.
- Maintain confidentiality and proper custody of petty cash and related documents.
- Ensure compliance with the company’s expense, reimbursement and financial control procedures.

6. General Administration

- Manage day-to-day office administration and facility-related activities.
- Coordinate housekeeping, security, pantry, maintenance, courier, transportation and other facility services.
- Ensure availability of office supplies, stationery, pantry materials and other essential requirements.
- Coordinate office maintenance and repair activities.
- Manage courier and dispatch activities.
- Support employee engagement events, celebrations, meetings and other office activities.
- Maintain administrative records and documentation.




- Coordinate with building management, facility management and external service providers.
- Ensure a clean, safe and well-maintained workplace setting.

7. Documentation & MIS

- Maintain accurate records related to employee travel, flight and hotel bookings, visa applications, passport and visa validity, travel insurance, vendor details, purchase orders, quotations, comparative statements and administrative expenses.
- Prepare periodic travel and administration MIS reports.
- Track travel expenditure against approved budgets.
- Maintain proper documentation for audit and compliance requirements.

8. Policy & Compliance

- Ensure travel and procurement activities are carried out in accordance with company policies.
- Support implementation and improvement of Travel, Procurement and Administration policies.
- Maintain proper documentation for internal and external audits.
- Ensure confidentiality of employee travel and business information.

Required Skills & Competencies

- Excellent coordination and communication skills.
- Strong knowledge of travel desk operations and international travel arrangements.
- Practical experience in Europe/Schengen and US visa coordination.
- Good vendor negotiation and relationship-management skills.
- Knowledge of procurement processes and basic commercial evaluation.
- Strong organizational and time-management skills.
- Ability to handle multiple priorities and urgent requirements.
- Good documentation and record-keeping skills.
- Proficiency in MS Excel, Word, Outlook and PowerPoint.
- Ability to work independently and coordinate effectively with employees, management, vendors and external agencies.
- Strong attention to detail and follow-up skills.

Qualification & Experience

- Graduate in Business Administration, Management, Travel & Tourism, or a related field.
- 2–5 years of relevant experience in Administration, Travel Desk, Corporate Travel, Facilities, Procurement, or a similar role.
- Experience in a corporate/IT/ITES environment will be preferred.
- Hands-on experience in international travel and visa coordination is highly desirable.

Key Performance Indicators (KPIs)

- Timely and error-free travel bookings.
- Effective management of international visa processing.
- Cost optimization in travel and administrative procurement.
- Vendor service quality and timely resolution of issues.
- Timely completion of procurement requirements.
- Accuracy and completeness of travel/admin documentation.
- Compliance with company policies and processes.
- Employee satisfaction with travel and administrative support.
- Timely submission of MIS and reports.
- Accurate petty cash reconciliation and timely submission of supporting documents.

Preferred Candidate Profile

📌 Administration Executive (Bengaluru)
🏢 KnoDTec Solutions
📍 Bengaluru