SENIOR EXECUTIVE – TRAVEL DESK

Department: Administration / Travel Desk

Position: Travel Desk In charge

OPPORTUNITY

We are looking for a responsible, proactive and detail-oriented Travel Desk professional to manage end-to-end domestic and international travel arrangements for employees, senior management, guests, candidates, consultants and other authorized personnel.

The role requires strong ownership of ticketing, hotel bookings, visa coordination, transportation, travel documentation, vendor management, cost optimization, travel records and timely travel support.

KEY RESPONSIBILITIES

- End-to-End Travel Management

 Manage complete travel arrangements for employees, management, guests,

consultants and business visitors.

 Handle both domestic and international travel requirements.

 Arrange air tickets, train/bus tickets, hotels, airport transfers, local transportation, car rentals, travel insurance and other travel-related services.

 Understand travel requirements and prepare practical, suitable and cost-

effective itineraries.

 Ensure bookings are confirmed and communicated to the concerned person well in advance.

 Maintain complete travel records and booking history.

- Air Ticketing & Itinerary Management

 Handle domestic and international air ticket bookings through travel portals,

travel agencies, airline portals or applicable GDS systems.

 Compare available options and select economical and suitable itineraries within approved company guidelines.

 Manage ticket modifications, cancellations, re-issuance, refunds, rescheduling and no-show cases.

 Monitor flight schedules, changes, delays and cancellations.

 Share complete travel information including PNR, ticket, flight details,

baggage information, check-in requirements, airport details and connecting flight information.

 Maintain accurate records of tickets issued and cancelled.

- Hotel & Accommodation Management

 Arrange hotel accommodation for employees, management, guests and visitors.

 Identify suitable hotels based on location, budget, safety, convenience and company requirements.

 Coordinate check-in/check-out requirements and negotiate corporate rates wherever possible.

 Maintain preferred hotel/vendor lists.

 Handle cancellations, amendments, extensions and emergency accommodation requirements.

- Visa & International Travel Documentation

 Coordinate visa processing for employees and management travelling internationally.

 Coordinate with visa consultants, embassies, consulates, travel agencies and service providers as required.

 Prepare and maintain visa documentation checklists.

 Ensure passports, invitation letters, insurance, hotel confirmations, tickets,

financial documents, photographs and other required documents are available.

 Track visa application status and validity.

 Maintain records of visa applications, approvals, rejections, expiry dates and travel documentation.

 Keep updated knowledge of basic international travel requirements and documentation.

- Travel for Overseas Employees / Business Operations

 Coordinate international travel for employees travelling to and from overseas offices and business locations.

 Manage joining travel, return travel, business trips, management visits,

employee transfers and other official travel requirements.

 Coordinate travel requirements for employees travelling to UAE, Angola,

Africa and other international destinations as applicable.

 Coordinate with overseas HR/Admin teams for arrival, airport pickup,

accommodation and onward travel arrangements.





 Ensure complete travel information is shared with the concerned overseas team before arrival.

- Management & VIP Travel

 Independently manage travel arrangements for senior management, directors,

business partners and significant visitors.

 Ensure confidentiality and accuracy in management travel plans.

 Prepare detailed itineraries for management travel.

 Coordinate airport transfers, hotels, meetings and other logistics wherever required.

 Handle last-minute changes and urgent requirements with minimum disruption.

- Travel Vendor Management

 Maintain professional relationships with travel agencies, airlines, hotels, cab vendors, car rental companies, visa consultants and travel insurance providers.

 Obtain competitive quotations and compare rates.

 Negotiate rates and commercial terms wherever possible.

 Maintain an updated vendor database.

 Monitor vendor performance and service quality.

 Address recurring service issues and coordinate appropriate corrective action.

 Ensure vendors adhere to agreed commercial terms.

- Cost Control & Optimization

 Ensure travel bookings are made within approved company travel policies and budgets.

 Compare multiple travel options before finalizing bookings wherever practical.

 Plan travel arrangements efficiently to support cost-effective bookings.

 Identify opportunities to optimize airfare, hotel, transportation, cancellation and visa/service costs.

 Maintain records of travel expenditure and identify major cost areas.

 Support management in developing cost-effective travel practices.

- Travel Approval & Policy Compliance

 Ensure all travel requests have the required approvals before booking.

 Follow the company's travel policy, approval matrix, travel class entitlement,

hotel limits and other applicable guidelines.

 Maintain proper documentation for every booking.

 Ensure exceptions are approved by the appropriate authority before proceeding.

 Maintain organized records of approvals for audit and verification.

- Travel Bills & Finance Coordination

 Verify airline, hotel, transport, visa and travel agency invoices.

 Match invoices against bookings, tickets, approvals and actual services received.

 Review invoices for accuracy and coordinate clarification of discrepancies where required.

 Coordinate with Finance for timely processing of vendor payments.

 Track advance payments, refunds, credit notes, cancellations and outstanding vendor balances.

 Maintain proper documentation for audit purposes.

- Travel MIS & Reporting

 Prepare and maintain employee-wise, domestic/international, department-

wise, vendor-wise and monthly travel expenditure reports.

 Track air ticket, hotel, transportation and visa expenditure.

 Maintain cancellation, refund and pending travel settlement reports.

 Provide periodic MIS reports to management as required.

- Emergency & Last-Minute Travel Support

 Handle urgent travel requirements, including same-day and next-day bookings.

 Coordinate changes arising from flight cancellations, delays, missed connections, visa delays, emergency travel,



hotel issues and changes in business schedules.

 Provide timely assistance to employees travelling internationally.

 Escalate critical travel issues to management wherever required.

- Travel Records & Documentation

 Maintain an organized database of employee travel history, authorized passport/visa details, ticket records, hotel bookings, travel approvals,

invoices, vendor details, refunds, cancellations, travel insurance and international travel documentation.

 Handle sensitive travel and employee information confidentially and responsibly.

REQUIRED SKILLS

 Strong knowledge of domestic and international travel arrangements.

 Excellent air ticketing and hotel booking knowledge.

 Knowledge of international routes and travel documentation.

 Understanding of visa processes and international travel requirements.

 Strong vendor coordination and negotiation skills.

 Excellent communication and interpersonal skills.

 Robust follow-up and coordination ability.

 Good numerical and analytical skills.

 Excellent attention to detail.

 Ability to manage multiple travel requests simultaneously.

 Ability to work under pressure and handle urgent requirements.

 Strong MS Excel and MS Office skills.

 Familiarity with travel portals and corporate travel management systems.

 Knowledge of Amadeus, Galileo, Sabre or similar GDS platforms will be an advantage.

QUALIFICATION

 Graduate in any discipline.

 Graduation in Travel & Tourism, Hospitality, Business Administration or a related field will be an advantage.

 Relevant certification in Air Ticketing / Travel Management will be preferred.

EXPERIENCE

 4–7 years of relevant experience in corporate travel, travel desk, ticketing or travel administration.

 Experience handling international travel is strongly preferred.

 Experience handling senior management/VIP travel will be an advantage.

 Candidates with experience managing travel for companies with multiple offices or overseas operations will be preferred.

PERSONAL ATTRIBUTES

 Highly responsible and dependable.

 Proactive and solution-oriented.

 Comfortable taking complete ownership of travel requirements.

 Extremely detail-oriented.

 Cost-conscious while maintaining service quality.

 Calm and solution-oriented during emergencies.

 Professional while dealing with senior management and external vendors.

 Robust in follow-up and coordination.

 Discreet and trustworthy with confidential information.

KEY PERFORMANCE INDICATORS (KPIs)

 Timely completion of travel bookings.

 Accuracy of tickets and itineraries.

 Cost savings and travel cost optimization.

 Vendor service quality and commercial negotiations.

 Timely visa/documentation coordination.

 Accuracy of travel MIS and records.

 Timely invoice verification and Finance coordination.

 Resolution time for travel-related issues.

 Compliance with company travel policy.

 Employee and management satisfaction with travel support.

ROLE EXPECTATION

This is an ownership-driven position responsible for managing the complete travel desk function. The Senior Executive is expected to anticipate travel requirements,

identify cost-effective options, maintain strong vendor relationships and ensure employees and management receive seamless and well-coordinated travel support.

The role extends beyond ticket booking and covers the complete travel cycle:

Request → Approval → Booking → Documentation → Travel Support →

Changes → Billing → Reconciliation → Reporting

📌 Travel Desk Executive (Vadodara)
🏢 RONAK GROUP
📍 Vadodara