Administration Executive/Travel Helpdesk Executive

Smartworks; Gurugram District; On-site; INR 350,000 - 550,000; Full time

Job summary

Smartworks in Gurugram is seeking an Admin Executive/Senior Executive to manage end-to-end travel arrangements for employees and guests. You will coordinate with vendors, ensure policy compliance, and maintain accurate travel records.

The role requires strong communication, vendor negotiation, and proficiency in MS Office, with at least 3 years in administration or travel desk management. This full-time position offers growth within a dynamic enterprise.

Qualifications

• Bachelor's degree in any discipline.
• Atleast 3 years of experience in administration/travel desk management.

Responsibilities

• Handle end-to-end travel bookings for flights, trains, cabs, and hotels for employees and guests.
• Coordinate with travel agencies/vendors to get best rates and timely confirmations.
• Ensure bookings comply with 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 for travel advances, reimbursements, and expenses.
• Handle escalations related to travel delays, cancellations, or vendor issues.
• Identify opportunities for cost savings and process improvement.

Skills

Travel coordination

Vendor negotiation

Communication

MS Office

Organizational skills

Education

Bachelor's degree

Tools

MS Office Suite

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.