Executive - Admin ( Travel Desk)

Bitla Software; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

Bitla Software in Bengaluru seeks a Travel Desk Manager to organize and oversee corporate travel for executives and staff. You will manage bookings, approvals, and policy compliance while coordinating with travel partners to secure best fares and terms.

The role requires strong attention to detail, vendor negotiation skills, and experience with calendars to align travel with leadership schedules. MS Excel and office tools are essential for reporting and tracking.

Qualifications

• Graduate in any discipline.
• 2–5 years in travel desk management or executive support.
• Knowledge of flight, rail, hotel bookings, visas, and insurance basics.
• Strong attention to detail and vendor negotiation skills.
• Experience with calendars and meetings is a plus.

Responsibilities

• Handle end-to-end domestic and international travel bookings for employees and leadership.
• Coordinate with travel agencies, airlines, hotels, and cab partners.
• Ensure bookings follow policy and approval processes; flag deviations.
• Support visa applications, travel insurance, and related documentation.
• Provide real-time travel support for delays, cancellations, and emergencies.
• Verify vendor bills, reconcile invoices, and track advances.
• Prepare monthly reports on travel spend and policy compliance.
• Calendar management and aligning travel with leadership schedules.

Skills

Travel desk mgmt

Executive support

Vendor negotiation

MS Excel

Education

Graduate

Tools

Corporate travel portals

Job description

Roles &Responsibilities:

• Travel Desk Management: Handle end-to-end domestic and international travel for employees and leadership, including flight, train, bus, hotel, and cab bookings, itineraries, changes, cancellations, and refunds, in line with the company travel policy.
• Vendor Coordination: Coordinate with travel agencies, airlines, hotels, and cab partners; negotiate rates and corporate benefits, and ensure bookings are made at the best available fares and terms.
• Policy & Approvals: Ensure all bookings follow the travel policy and approval process; flag deviations and maintain complete records of tickets, invoices, and approvals.
• Visa & Travel Documentation: Support visa applications, travel insurance, and other documentation for international travel, and share clear travel details and itineraries with travellers in advance.
• Travel Support & Contingencies: Provide real-time support for delays, cancellations, and emergencies, including quick rebooking and traveller assistance, and be available outside regular hours when required.
• Billing, Reconciliation & Reporting: Verify vendor bills, reconcile invoices with Finance, and track advances and settlements; prepare monthly reports on travel spend, advance-booking rate, savings, and policy compliance.
• Calendar Management (good to have): Manage calendars, schedule meetings and appointments, and coordinate travel with meeting schedules for assigned leaders.

Role Requirements:

• Experience: 2 - 5 years in travel desk management, administration, or executive support, with hands-on experience in end-to-end corporate travel booking.
• Qualification: Graduate in any discipline.
• Travel knowledge: Good knowledge of flight, rail, bus, and hotel bookings, fare rules, visa and insurance basics, and online booking tools or corporate travel portals.
• Core skills: Strong attention to detail and accuracy; good communication and vendor negotiation skills; able to manage multiple bookings and urgent requests; proficient in MS Excel and Office tools.
• Good to have: Experience managing calendars and meetings for senior leaders (Outlook or Google Calendar); exposure to travel policy design, travel MIS, and expense reconciliation.