Administration Executive

Smartworks; Gurugram District; On-site; INR 420,000 - 540,000; Full time

Job summary

Smartworks in Gurgaon, India is hiring an Admin Executive/Senior Executive for travel desk management. You will coordinate end-to-end travel bookings, manage vendor relations, and ensure policy-compliant, cost-efficient arrangements.

The role requires strong communication with senior leadership, excellent MS Office skills, and robust organizational abilities to handle inquiries, track expenses, and maintain accurate MIS travel reports.

Qualifications

• Bachelor's degree in any discipline required.
• At least 3 years of experience in administration/travel desk management.
• Strong coordination and vendor negotiation skills.
• Excellent communication, especially with senior leadership.
• Proficiency in MS Office (Excel, Word, Outlook).
• Strong organizational and problem-solving skills.

Responsibilities

• Handle end-to-end travel bookings ( flights, trains, cabs, hotels) for employees and guests.
• Coordinate with travel agencies/vendors for best rates and timely confirmations.
• Ensure bookings comply with travel policy and budget guidelines.
• Assist employees with visa documentation, forex, and travel insurance needs.
• Manage travel helpdesk tickets/queries with SLA adherence.
• Coordinate last-minute/urgent travel requests and changes.

Skills

Travel desk coordination

Vendor negotiation

Communication

Organizational skills

Problem-solving

Senior leadership liaison

Education

Bachelor's degree

Tools

MS Office

Job description

Job Title: Admin Executive/ Senior Executive

Department: Administration
Employment Type: Full-Time

Key Responsibilities:-

• Handle end-to-end travel bookings flights, trains, cabs, and hotel accommodations for employees and guests
• Coordinate with travel agencies/vendors to get best rates and timely confirmations
• Ensure all bookings comply with company travel policy and budget guidelines
• Assist employees with visa documentation, forex, and travel insurance requirements
• Manage travel helpdesk tickets/queries and ensure timely resolution (SLA adherence)
• Coordinate last-minute/urgent travel requests and changes/cancellations
• Maintain accurate records of bookings, invoices, and travel expenses
• Reconcile travel vendor bills and process invoices for payment
• Prepare MIS reports on travel spend, vendor performance, and helpdesk tickets
• Liaise with finance team for travel advances, reimbursements, and expense settlements
• Handle escalations related to travel delays, cancellations, or vendor issues
• Continuously identify opportunities for cost savings and process improvement.

Required Skills & Qualifications

• Bachelor's degree in any discipline.
• Atleast 3 years of experience in administration/travel desk management .
• Strong coordination and vendor negotiation skills.
• Excellent communication skills, especially while liaising with senior leadership.
• Proficiency in MS Office (Excel, Word, Outlook).
• Strong organizational and problem-solving skills.