Admin Executive

The Association of People with Disability; Bengaluru; On-site; INR 350,000 - 550,000; Full time

Job summary

The Association of People with Disability in Bengaluru seeks a dedicated Full-time Travel Admin to manage domestic and international bookings, arrange accommodations, and prepare itineraries well in advance. You will handle urgent changes and negotiate with vendors to ensure cost efficiency and policy compliance.

Responsibilities include expense reporting, documentation, visa/insurance processing, and supporting employee travel queries, with strong attention to accuracy and service quality.

Qualifications

• Bachelor's degree in business or related field is required.
• 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.

Responsibilities

• Independently manage domestic and international travel bookings (flights, trains, buses, taxis).
• Arrange accommodation including hotels, guest houses, and serviced apartments.
• Prepare and circulate detailed itineraries well in advance.
• Handle urgent, last-minute travel changes and emergency arrangements.
• Negotiate with travel agencies, airlines, and hotels to secure best terms.
• Maintain and evaluate relationships with preferred vendors for performance and compliance.
• Escalate and resolve vendor issues to ensure uninterrupted services.
• Cost & Compliance: ensure bookings meet budgets and travel policy; prepare cost comparisons.
• Support finance with invoice verification, receipts, and reconciliation.
• Documentation & Reporting: maintain travel records and MIS reports.
• Ensure visas, insurance, and internal approvals documentation.
• Employee Support: guidance on travel policies, claims, and reimbursements.
• Assist employees with cancellations, rescheduling, and special travel requirements.
• Act as a point of contact for travel-related queries.
• Meeting Room Management: coordinate booking and avoid conflicts.
• Support logistics and setup for meetings, workshops, and events.
• Backup Admin & Facilities: procurement, fleet, and office supplies.
• Digital tools for booking, tracking, and reporting; drive transparency.

Skills

Travel booking

Vendor management

Administration

MS Excel

Communication

Negotiation

Multitasking

Education

Bachelor’s degree in business administration, Commerce, or related field

Tools

MS Office

Travel portals

Job description

The Association of People with Disability | Full time

• Independently manage domestic and international travel bookings (flights, trains, buses, taxis).
• Arrange accommodation including hotels, guest houses, and serviced apartments.
• Prepare and circulate detailed itineraries well in advance.
• Handle urgent, lastminute travel changes and emergency arrangements.
• Negotiate with travel agencies, airlines, and hotels to secure
• Maintain and evaluate relationships with preferred vendors for performance and compliance.
• Escalate and resolve vendor issues to ensure uninterrupted services.

• Cost & Compliance
  • Ensure all bookings adhere to approved budgets and company travel policy.
  • Prepare cost comparison sheets and obtain necessary approvals.
  • Support finance with invoice verification, receipts, and reconciliation.

• Documentation & Reporting
  • Maintain accurate travel records and employee travel history.
  • Prepare monthly MIS reports on travel expenses, bookings, and vendor performance.
  • Ensure proper documentation for visas, insurance, and internal approvals.

• Employee Support
  • Provide guidance on travel policies, claims, and reimbursement procedures.
  • Assist employees with cancellations, rescheduling, and special travel requirements.
  • Act as a reliable point of contact for travelrelated queries.

• Meeting Room Management
  • Coordinate booking of meeting rooms and conference facilities.
  • Manage schedules to avoid conflicts and ensure optimal utilization.
  • Support logistics and setup for meetings, workshops, and events.

• Backup Support – Administration & Facilities
  • Assist in general administration tasks including procurement, fleet, and office supplies.
  • Provide backup support for facilities management (housekeeping, security, maintenance).
  • 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.
  • Introduce digital tools for booking, tracking, and reporting.
  • 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.