Admin & Facility Executive

# Job Description – Travel Desk Executive
Company: Anblicks Position: Travel Desk Executive Department: Administration / Finance & Operations Location: India Employment Type: Full-Time Work Timing: India working hours with required overlap with US business hours
## Role Summary
The Travel Desk Executive will be responsible for managing and coordinating end-to-end business travel requirements for Anblicks employees and leadership across India and the USA . The role will ensure timely travel arrangements, cost-effective bookings, adherence to the Company’s Travel Policy, appropriate approvals, accurate documentation, and seamless coordination with employees, vendors, Admin, HR, and Finance teams. As the role supports Anblicks' US operations, the candidate will be required to maintain regular working-hour overlap with the US team and should be flexible to support urgent or time-sensitive travel requirements across different time zones.
## Key Responsibilities

Travel Planning & Booking

- Manage domestic and international business travel requirements for employees and leadership across India and the USA.
- Arrange flights, hotels, ground transportation, rental cars, and other travel-related services.
- Identify cost-effective travel options while considering business requirements, employee convenience, and Company policy.
- Handle booking modifications, cancellations, rescheduling, refunds, and travel disruptions.
- Support urgent and last-minute travel requirements, including requests received during the required US-hours overlap.
- Share complete travel itineraries and booking confirmations with travelers on time.

USA Travel Support

- Provide travel desk support to employees and leadership based in or traveling within the USA.
- Coordinate domestic US travel, including flights, hotels, rental cars, and ground transportation.
- Support India-to-USA and USA-to-India international travel requirements.
- Coordinate effectively with US-based employees, Admin, HR, Finance, Sales, and Delivery teams.
- Understand and manage travel requirements across different US time zones.
- Maintain appropriate overlap with US business hours to ensure timely response and support.

Travel Approvals & Policy Compliance

- Ensure appropriate business and financial approvals are obtained before confirming bookings.
- Verify that travel requests comply with the Company's Travel Policy, including travel class, hotel limits, advance booking requirements, and applicable spending limits.
- Identify and escalate exceptions or out-of-policy requests before booking.
- Maintain proper documentation and approval trails for travel transactions.

International Travel & Documentation

- Coordinate international travel arrangements, including flight and hotel bookings.
- Support employees with visa-related documentation, travel insurance, invitation letters, and other travel documentation in coordination with HR/Admin.
- Track visa timelines and travel documentation requirements.
- Ensure travelers receive necessary itinerary and documentation information before travel.

Vendor Management & Cost Optimization

- Coordinate with travel agencies, airlines, hotels, rental car providers, cab providers, and other travel vendors in India and the USA.
- Compare available travel options and quotations to ensure competitive pricing.
- Support negotiation of corporate rates and commercial arrangements with travel vendors.
- Monitor vendor service quality, response time, pricing, and billing accuracy.
- Identify opportunities to reduce travel costs through advance booking, preferred vendors, corporate rates, and better travel planning.

Billing & Finance Coordination

- Verify travel vendor invoices against approved bookings and supporting documents before submission to Finance.
- Ensure appropriate employee, department, project/customer, and cost-center information is captured.
- Coordinate with Finance for vendor payments, employee travel advances, reimbursements, and corporate card transactions, as applicable.
- Track cancellations, refunds, airline credits, hotel refunds, and unused ticket credits.
- Follow up with vendors to ensure timely recovery and utilization of outstanding credits.

### Travel MIS & Reporting
Maintain accurate travel records and prepare periodic MIS covering:
- Employee-wise travel expenses
- Department/project/customer-wise travel expenses
- India and USA travel spend
- Domestic vs. international travel
- Airfare, hotel, rental car, and ground transportation expenses
- Booking lead time
- Cancellation and rescheduling costs
- Refunds and unused travel credits
- Policy exceptions
- Vendor-wise spend
- Travel cost trends and savings opportunities
Provide monthly travel reports to Finance/Management and highlight significant variances, exceptions, and cost-saving opportunities.
## Key Performance Indicators (KPIs)
Performance may be measured based on:
- Turnaround time for travel requests
- Travel Policy compliance
- Cost savings through fare comparison and advance booking
- Accuracy of bookings and travel documentation
- Timely resolution of urgent India and US travel requests
- Timely reconciliation of cancellations, refunds, and travel credits
- Accuracy and timeliness of Travel MIS
- Vendor performance
- Employee satisfaction with travel desk support

Required Qualifications & Experience

- Bachelor's degree in Commerce, Business Administration, Travel & Tourism, or a related field.
- 2–5 years of experience in corporate travel management or travel desk operations.
- Experience handling India and US corporate travel is strongly preferred.
- Experience managing domestic and international flight, hotel, rental car, and ground transportation bookings.
- Familiarity with US travel arrangements and major US time zones will be an advantage.
- Good working knowledge of Microsoft Excel and MIS reporting.
- Strong written and verbal English communication skills.

Key Skills & Competencies

- Strong coordination and follow-up skills
- Excellent attention to detail
- Cost-conscious and commercially aware
- Strong negotiation and vendor management skills
- Ability to manage multiple requests across different time zones
- Ability to work under pressure and handle last-minute requirements
- Strong written and verbal communication skills
- Good Excel and reporting skills
- High level of ownership and accountability
- Customer-service-oriented approach
- Understanding of financial controls and approval processes

## Working Hours / Shift Requirement
This role is based in India but supports Anblicks' India and USA operations . The candidate must be comfortable working in a schedule that provides regular overlap with US business hours . The role requires flexibility to coordinate with US-based employees and stakeholders and to address urgent travel requirements that may arise during the US working day. Candidates should therefore be comfortable with extended/evening working hours in India as required based on business and travel needs .