HR & Admin Executive - Travel Desk

Mantra Agri Solutions; Ahmedabad District; On-site; INR 350,000 - 520,000; Full time

Job summary

Mantra Agri Solutions is seeking a dynamic HR & Administration professional to manage end-to-end recruitment, HR documentation, and travel desk operations. The role includes onboarding, employee records maintenance, travel arrangements, and coordination with vendors.

The candidate will support payroll inputs, employee engagement, and ensure adherence to HR policies, while maintaining confidentiality across all processes.

Qualifications

• Must have hands-on experience in recruitment lifecycle.
• Strong documentation and records management experience.
• Experience coordinating travel and logistics for employees.

Responsibilities

• Manage the complete recruitment lifecycle from requisition to onboarding.
• Source candidates through portals, social media, referrals and channels.
• Screen resumes, interview candidates, shortlist and coordinate interviews.
• Prepare offer letters, negotiate within budgets, coordinate joining formalities.
• Maintain recruitment trackers, candidate databases and MIS; build talent pipelines.
• Coordinate campus drives, job fairs and recruitment campaigns.
• Support onboarding, documentation, HR letters and employee records.
• Coordinate joining, transfers, resignations, and exit formalities.
• Coordinate travel bookings per policy and budgets; manage travel itineraries.
• Maintain HR records, attendance, leaves, and payroll information.
• Ensure policy compliance and confidentiality of employee data.

Skills

Talent acquisition

HR administration

Travel management

Interview coordination

Job description

Key Responsibilities

1. Talent Acquisition (Primary Responsibility)

• Manage the complete recruitment lifecycle from manpower requisition to employee

onboarding.

• Source candidates through job portals, social media, employee referrals, consultants,

and other recruitment channels.

• Screen resumes, conduct initial interviews, and shortlist suitable candidates.
• Coordinate interviews with hiring managers and ensure timely interview scheduling.
• Prepare offer letters, negotiate compensation within approved budgets, and

coordinate joining formalities.

• Maintain recruitment trackers, candidate databases, and recruitment MIS.
• Build and maintain a strong talent pipeline for current and future hiring needs.
• Coordinate campus drives, job fairs, and recruitment campaigns whenever required.
• Ensure a positive candidate experience throughout the recruitment process.

2. HR Administration

• Support employee onboarding and documentation.
• Maintain and update employee records, personnel files, and HR databases.
• Assist in issuing HR letters, appointment letters, ID cards, and other employee

documents.

• Coordinate joining, confirmation, transfers, resignations, and exit formalities.
• Maintain employee attendance, leave records, and HR reports.
• Support employee engagement activities and internal communications.
• Coordinate with payroll by providing accurate employee information.
• Ensure compliance with HR policies and maintain confidentiality of employee

records.

3. General Administration

• Manage day-to-day office administration activities.
• Coordinate housekeeping, pantry, office maintenance, and facility management.
• Maintain office stationery, consumables, and asset inventories.
• Coordinate with vendors for office supplies and administrative services.
• Monitor office utility expenses and maintain administrative records.
• Support meeting room arrangements and office event coordination.
• Ensure smooth functioning of office infrastructure and employee support services.

4. Travel Desk Management

• Arrange domestic and international air tickets, train tickets, hotel accommodations,

and local transportation for employees.

• Coordinate travel bookings strictly as per the company's Travel Policy and approved

budgets.

• Obtain necessary approvals before confirming bookings.
• Coordinate travel itineraries and communicate booking details to employees.
• Handle travel modifications, cancellations, and emergency travel requests.
• Coordinate with travel agencies, hotels, airlines, and transport vendors.
• Maintain travel booking records, invoices, and MIS reports.
• Verify travel bills and supporting documents before processing reimbursements.

5. Employee Coordination

• Act as the primary point of contact for employee travel and administrative queries.
• Assist employees with travel-related documentation and approvals.
• Coordinate with department heads for travel planning and logistics.
• Ensure employees adhere to company travel and reimbursement policies.

6. Compliance & Documentation

• Maintain records of travel expenses, vendor agreements, invoices, and approvals.
• Ensure proper documentation for audits and internal controls.
• Support HR and Administration audits by providing required records.
• Maintain confidentiality of employee and company information.

Key Performance Indicators (KPIs)

• Timely completion of travel bookings with approved budgets.
• Accuracy of HR documentation and employee records.
• Timely issuance of HR documents.
• Employee satisfaction with HR and travel support.
• Zero policy deviations in travel bookings.
• Timely closure of administrative requests.
• Vendor coordination and cost optimization.
• Accurate MIS and administrative reporting.