Administration Executive

Job Summary

We are seeking a detail-oriented Administration Executive to manage employee travel, hotel bookings, visas,

foreign exchange, vendor billing, invoicing, payments, and expense administration. The role requires practical

experience in SAP, SES processing, and Tally, along with strong coordination with vendors, Finance, Accounts,

and Procurement teams.

Key Responsibilities

• Manage domestic and international travel, hotels, visas, foreign exchange, itineraries,

cancellations, and refunds.

• Coordinate with travel agencies, hotels, banks, visa providers, and other vendors.
• Verify vendor invoices against quotations, purchase orders, contracts, and supporting documents.
• Create, submit, and track Service Entry Sheets in SAP against approved purchase orders.
• Follow up on SES approvals, invoice processing, payment status, credit notes, and refunds.
• Resolve purchase order, SES, invoice, and payment discrepancies with vendors and internal

teams.

• Record invoices, payment vouchers, journal entries, and petty-cash transactions in Tally.
• Process employee travel claims, reimbursements, advances, and expense settlements.
• Reconcile vendor statements and maintain accurate travel, billing, and payment records.
• Prepare reports on travel expenses, invoices, payments, pending SES approvals, and outstanding

items.

• Ensure compliance with company policies, approval procedures, and documentation

requirements.

• Provide general administration support when requiredRole & responsibilities

Preferred candidate profile

Qualifications and Skills:

• Bachelors degree in business administration, Commerce, Finance, Travel and Tourism, or a related

field.

• 24 years experience in travel coordination, administration, billing, invoicing, or payment processing.
• Hands-on experience in SAP and SES creation and tracking.
• Practical knowledge of Tally, vendor billing, reconciliations, and payment coordination.
• Advanced Microsoft Excel and reporting skills.
• Strong communication, coordination, and problem-solving abilities.
• High attention to detail and ability to work independently. Strong planning, coordination, negotiation,

and problem-solving abilities.

• Sound understanding of invoice documentation, approval workflows, and vendor payment processes.
• High attention to detail and the ability to manage multiple tasks independently.
• Professional, employee-friendly, service-oriented, and confidential approachRole & responsibilities

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