Lead-Travel Desk

Varroc; Pune District; On-site; INR 900,000 - 1,200,000; Full time

Job summary

Varroc is seeking a discreet and highly organized Travel Manager to oversee CMD and family travel, including flights, hotels, visas and ground transportation. You will maintain records, optimize travel arrangements, and coordinate with Finance for invoices and audits.

Ideal candidates have strong vendor management skills, experience with Amadeus GDS, and a proven track record in handling CXO or promoter‑family travel with confidentiality and professionalism.

Qualifications

• Experience working with a reputed Travel Agency or Travel Management Company.
• Hands‑on experience with GDS platforms, particularly Amadeus.
• Strong understanding of domestic and international airline reservations, fare rules, ticketing, cancellations, reissuances and hotel bookings.
• Prior experience handling CXO, promoter‑family or senior leadership travel.
• Strong vendor management, billing, reconciliation and audit experience.

Responsibilities

• Manage end‑to‑end travel arrangements for CMD and family, including flights, hotel, visa and transport.
• Ensure confidential and priority coordination of leadership travel, incl. last‑minute changes.
• Maintain records of air mileage, visa validity, travel insurance, hotel loyalty programs and Meet & Greet services.
• Maintain centralized travel records and provide monthly dashboards showing expenditure by department and budget utilization.
• Audit vendor invoices through Effigo portal for accuracy and policy compliance.
• Reconcile vendor ledgers and coordinate with Finance to resolve payment issues.
• Maintain organized documentation for audits and financial verification.
• Coordinate with senior leadership, Finance and vendors to ensure smooth travel operations.

Skills

Discretion

Communication

Negotiation

Coordination

Problem solving

Tools

Amadeus GDS

Job description

Role & responsibilities

1. CMD, Family & Leadership Travel Management

• Manage end-to-end domestic and international travel arrangements for the CMD and family members, including flights, hotel bookings, visa processing, travel insurance and ground transportation.
• Ensure seamless, confidential and priority coordination of leadership travel, including last‑minute itinerary changes and special requests.
• Maintain accurate and updated records of:
• Air mileage statements.
• Visa validity and expiry status.
• Travel insurance details.
• Hotel loyalty programmers and frequent flyer accounts.
• Pranaam services, airport assistance and Meet & Greet arrangements.
• Knowledge of issuing Award Tickets

2. Travel Data Management & Reporting

• Maintain a centralized database of all travel records, including itineraries, invoices, vendor communications and booking confirmations.
• Track employee travel patterns and expenditure trends.
• Prepare and share monthly travel dashboards and reports with the CMD and CEO, highlighting:
• Travel expenditure by department.
• Cost optimization opportunities.
• Travel provisions and budget utilization.

3. Vendor Bill Audit & Compliance

• Conduct a 100% quality and accuracy audit of all vendor invoices before processing.
• Review and approve vendor bills through the Effigo procurement portal, ensuring:
• Accuracy of travel details and charges.
• Compliance with the company's travel policy.
• Correct cost allocation and tax compliance.
• Maintain proper documentation and audit trails for all processed invoices.
• Ensure 100% accuracy in the audit of vendor invoices processed through the Effigo portal.

4. Vendor Reconciliation & Outstanding Management

• Conduct regular reconciliation of vendor ledgers to identify outstanding balances and discrepancies.
• Coordinate with Finance and vendors to resolve billing and payment–related issues.
• Proactively follow up to ensure timely clearance of outstanding vendor payments.

5. Documentation & Record Maintenance

• Maintain organized records of:
• Travel bookings and itineraries.
• Vendor invoices.
• Approval documents.
• Travel policy and compliance records.
• Ensure all supporting documentation is readily available for internal audits and financial verification.

6. Stakeholder Coordination

• Work closely with senior leadership, Finance, employees and travel vendors to ensure smooth and efficient travel operations.
• Provide travel advisory and cost optimization recommendations, particularly for CMD and senior management travel.
• Independently handle escalations and ensure timely resolution of operational issues.

Preferred candidate profile

In addition to the above responsibilities, the following attributes are important:

• Experience working with a reputed Travel Agency or Travel Management Company.
• Hands‑on experience with GDS platforms, particularly Amadeus.
• Strong understanding of domestic and international airline reservations, fare rules, ticketing, cancellations, reissuances and hotel bookings.
• Prior experience handling CXO, promoter‑family or senior leadership travel.
• Strong vendor management, billing, reconciliation and audit experience.
• Excellent coordination, communication and negotiation skills.
• A mature, responsible and discreet individual who can independently manage senior management requirements.
• Ability to handle pressure, last‑minute changes and confidential assignments.