Admin Executive

Key Responsibilities

 Travel Coordination o Independently manage domestic and international travel bookings (flights, trains, buses, taxis). o Arrange accommodation including hotels, guest houses, and serviced apartments. o Prepare and circulate detailed itineraries well in advance. o Handle urgent, lastminute travel changes and emergency arrangements.

 Vendor & Agency Management o Negotiate with travel agencies, airlines, and hotels to secure costeffective deals. o Maintain and evaluate relationships with preferred vendors for performance and compliance. o Escalate and resolve vendor issues to ensure uninterrupted services.  Cost & Compliance o Ensure all bookings adhere to approved budgets and company travel policy.

o Prepare cost comparison sheets and obtain necessary approvals. o Support finance with invoice verification, receipts, and reconciliation.  Documentation & Reporting o Maintain accurate travel records and employee travel history. o Prepare monthly MIS reports on travel expenses, bookings, and vendor performance. o Ensure proper documentation for visas, insurance, and internal approvals.

 Employee Support o Provide guidance on travel policies, claims, and reimbursement procedures. o Assist employees with cancellations, rescheduling, and special travel requirements. o Act as a reliable point of contact for travelrelated queries.  Meeting Room Management o Coordinate booking of meeting rooms and conference facilities.

o Manage schedules to avoid conflicts and ensure optimal utilization. o Support logistics and setup for meetings, workshops, and events.  Backup Support – Administration & Facilities o Assist in general administration tasks including procurement, fleet, and office supplies. o Provide backup support for facilities management (housekeeping, security, maintenance).

o Step in during staff absence or peak workload periods to ensure continuity.  Process Improvement o Recommend and implement improvements in travel and meeting room booking processes. o Introduce digital tools for booking, tracking, and reporting. o Drive transparency and timely communication in all administrative arrangements.

Requirements

Qualifications & Skills  Bachelor’s degree in business administration, Commerce, or related field.  4–5 years of proven experience in travel booking, vendor management, and administration.  Strong knowledge of travel portals, booking systems, and vendor negotiation.  Advanced MS Excel and documentation/reporting skills.

 Excellent communication, interpersonal, and negotiation abilities.  Ability to multitask, prioritize, and perform under pressure.  Exposure to facilities and general administration support preferred.