Role & responsibilities

1. Travel Desk Management

- Manage end-to-end domestic and international travel arrangements for employees and business visitors.
- Coordinate flight bookings, cancellations, rescheduling, and travel changes as per company travel policies.
- Arrange hotel bookings based on approved business requirements and company guidelines.
- Coordinate airport transfers, local transportation, and other travel-related requirements.
- Maintain travel itineraries and ensure timely communication of booking details to employees.
- Coordinate with travel agencies, airlines, hotels, and transportation vendors.
- Monitor travel expenses and ensure bookings are made within approved budgets and company policies.
- Handle urgent and last-minute travel requirements effectively.
- Maintain travel records, MIS, invoices, and supporting documentation.
- Support visa/passport-related coordination where required for business travel.

2. Transportation Management

- Coordinate employee and visitor transportation requirements, including airport transfers and local travel.
- Liaise with transportation vendors to ensure availability of vehicles as per schedule.
- Resolve transportation-related complaints and operational issues.

3. SIM Card & Mobile Management

- Manage company-issued SIM cards and mobile connections.
- Maintain records of SIM allocation, employee details, activation/deactivation, and replacement.
- Coordinate with telecom service providers for new connections, plan changes, billing, and service issues.
- Ensure timely recovery/deactivation of SIM cards when employees leave the organization or change roles.

4. Canteen Management

- Coordinate day-to-day canteen operations and liaise with the canteen/service provider.
- Monitor food quality, hygiene, service standards, and employee feedback.
- Coordinate meal arrangements for meetings, visitors, events, and special occasions.

5.



Courier & Dispatch Management

- Manage incoming and outgoing courier, mail, and document dispatches.
- Ensure timely delivery of important documents and parcels.
- Maintain proper tracking and documentation of courier movements.

6. Stationery Management

- Manage procurement, stock, and distribution of office stationery and consumables.
- Maintain adequate inventory levels and ensure timely replenishment.
- Maintain stationery stock records and issue records.

7. Vendor & Administrative Coordination

- Coordinate with travel agencies, hotels, transportation providers, telecom companies, canteen operators, courier agencies, and stationery suppliers.
- Monitor vendor performance, service quality, pricing, and compliance with agreed terms.
- Support vendor onboarding, documentation, invoice verification, and payment coordination.
- Maintain contracts, agreements, quotations, and other relevant vendor records.
- Address service issues and ensure timely resolution.

8. MIS & Documentation

- Prepare regular reports related to travel bookings, travel expenses, transportation, SIM cards, canteen, courier, and stationery.
- Maintain accurate records and supporting documents for audit and management review.
- Track administrative expenses against approved budgets.
- Support cost-control and process-improvement initiatives within the Travel Desk & Administration function.

Preferred candidate profile

- Graduate in any discipline; a qualification in Travel & Tourism, Hospitality, Administration, or Business Administration will be an advantage.
- 2-5 years of experience in travel desk, administration, corporate travel, facilities, or a similar role.
- Experience in a manufacturingwill be preferred.
- Hands-on experience in flight and hotel booking and coordination with travel agencies.
- Positive knowledge of MS Office, particularly Excel and Outlook.
- Familiarity with SAP systems will be an added advantage.

📌 Travel Desk & Admin (Sanand)
🏢 Maxxis Tyres
📍 Sanand