Administrative Officer

Ultra Corpotech Pvt Ltd; Chakan; On-site; INR 300,000 - 520,000; Full time

Job summary

A leading firm in travel coordination is seeking an experienced Travel Desk Administrator to manage domestic and international travel arrangements. Responsibilities include coordinating employee travel for business meetings, handling last-minute changes, liaising with vendors, and ensuring compliance with company travel policies. The ideal candidate will possess strong travel coordination skills, vendor negotiation abilities, and attention to detail, and have 2–5 years of relevant experience. This role is based in Chakan, Maharashtra.

Qualifications

• 2–5 years of experience in Travel Desk / Administration / Facilities.
• Experience in manufacturing, infrastructure, EPC, or corporate offices preferred.
• Experience in manufacturing, infrastructure, EPC, or corporate offices preferred

Responsibilities

• Manage domestic and international travel arrangements including tickets and hotel bookings.
• Coordinate employee travel for business meetings and site visits.
• Handle last-minute changes and cancellations.
• Liaise with travel agents and negotiate competitive rates.
• Ensure compliance with company travel policy and maintain travel records.
• Monitor travel expenses, ensure cost control, and prepare MIS reports for management review.

Skills

Travel coordination

Vendor negotiation

Communication skills

Attention to detail

MS Office proficiency

Cost control

Education

Graduate in any discipline (preferred: Administration / Management)

Administration/Management background

Tools

Travel systems

MS Excel

Job description

• Manage domestic and international travel arrangements including air/train/bus tickets, hotel bookings, and local conveyance.
• Coordinate employee travel for business meetings, site visits, audits, training programs, and project mobilisations.
• Handle last-minute changes, cancellations, and emergency travel support (common during plant shutdowns or urgent site requirements).
• Liaise with travel agents, airlines, hotels, cab vendors, and negotiate competitive rates.
• Maintain approved vendor lists and ensure service quality and SLA adherence.
• Monitor travel expenses, ensure cost control, and prepare MIS reports for management review.

Policy Compliance & Documentation

• Ensure all travel bookings are as per company travel policy and approval matrix.
• Maintain travel records, invoices, bills, and supporting documents for audits and finance reconciliation.
• Coordinate with the Finance team for timely payment processing and expense settlements.

Employee Coordination

• Act as a single point of contact for employees regarding travel-related queries and support.
• Share itineraries, travel guidelines, and safety instructions, especially for site and remote location travel.

Administrative Support

• Support general administration activities such as guest coordination, accommodation arrangements, and logistics.
• Assist during company events, conferences, and official visits (including senior leadership travel).
• Strong coordination and communication skills
• Vendor negotiation and cost optimisation
• Knowledge of travel booking systems and MS Office
• Ability to handle pressure and urgent travel requirements
• Good record-keeping and attention to detail

Qualifications & Experience

• Graduate in any discipline (preferred: Administration / Management)
• 2–5 years of experience in Travel Desk / Administration / Facilities
• Experience in manufacturing, infrastructure, EPC, or corporate offices preferred

Preferred Attributes

• Familiarity with Indian rail, airline, and hotel booking processes
• Understanding of compliance, audits, and cost controls
• Professional, service-oriented approach with multitasking ability