Admin Executive

Job Details

• Job Title: Admin Executive
• Location: Bangalore, Karnataka, India
• Job Type: Full time

Responsibilities

• Travel Coordination: Independently manage domestic and international travel bookings (flights, trains, buses, taxis).
• Travel Coordination: Arrange accommodation including hotels, guest houses, and serviced apartments.
• Travel Coordination: Prepare and circulate detailed itineraries well in advance.
• Travel Coordination: Handle urgent, lastminute travel changes and emergency arrangements.
• Vendor & Agency Management: Negotiate with travel agencies, airlines, and hotels to secure costeffective deals.
• Vendor & Agency Management: Maintain and evaluate relationships with preferred vendors for performance and compliance.
• Vendor & Agency Management: Escalate and resolve vendor issues to ensure uninterrupted services.
• Cost & Compliance: Ensure all bookings adhere to approved budgets and company travel policy.
• Cost & Compliance: Prepare cost comparison sheets and obtain necessary approvals.
• Cost & Compliance: Support finance with invoice verification, receipts, and reconciliation.
• Documentation & Reporting: Maintain accurate travel records and employee travel history.
• Documentation & Reporting: Prepare monthly MIS reports on travel expenses, bookings, and vendor performance.
• Documentation & Reporting: Ensure proper documentation for visas, insurance, and internal approvals.
• Employee Support: Provide guidance on travel policies, claims, and reimbursement procedures.
• Employee Support: Assist employees with cancellations, rescheduling, and special travel requirements.
• Employee Support: Act as a reliable point of contact for travelrelated queries.
• Meeting Room Management: Coordinate booking of meeting rooms and conference facilities.
• Meeting Room Management: Manage schedules to avoid conflicts and ensure optimal utilization.
• Meeting Room Management: Support logistics and setup for meetings, workshops, and events.
• Backup Support - Administration & Facilities: Assist in general administration tasks including procurement, fleet, and office supplies.
• Backup Support - Administration & Facilities: Provide backup support for facilities management (housekeeping, security, maintenance).
• Backup Support - Administration & Facilities: Step in during staff absence or peak workload periods to ensure continuity.
• Process Improvement: Recommend and implement improvements in travel and meeting room booking processes.
• Process Improvement: Introduce digital tools for booking, tracking, and reporting.
• Process Improvement: Drive transparency and timely communication in all administrative arrangements.

Qualifications & Skills

• Bachelors 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.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.