Travel & Admin Executive

Green Aero Propulsion; Bengaluru; On-site; INR 400,000 - 600,000; Full time

Job summary

Green Aero Propulsion is seeking an Administrative & Travel Executive to manage day-to-day office operations, travel logistics, and facility upkeep. The role supports engineering and business teams by ensuring smooth travel arrangements, budget adherence, and efficient administrative processes.

Responsibilities include coordinating domestic and international travel, hotel and ground transport, expense reconciliation, and maintaining travel policy.

Qualifications

• 2–5 years in office administration, travel coordination, travel operations, or facility management.
• Proficiency with travel booking platforms (MakeMyTrip, Expedia, Airbnb, etc.) and major airline booking systems.
• Proficiency in MS Excel and basic MS Office (Word, PowerPoint).
• Strong organizational and time-management skills with ability to manage multiple tasks.
• Excellent communication in English.

Responsibilities

• Coordinate and book employee air, train, and ground travel for domestic and international trips.
• Arrange hotel, guest house, and other accommodation within company budget.
• Maintain travel policy, vouchers, and vendor relationships for negotiated rates.
• Reconcile travel expenses and process reimbursements.
• Assist with onboarding, office admin, and facility upkeep duties.

Skills

Travel coordination

Office administration

Vendor management

MS Excel

Communication

Tools

MakeMyTrip

Expedia

Airbnb

MS Office

Job description

We are hiring an Administrative & Travel Executive to manage day-to-day office operations, end-to-end employee travel and accommodation, food and pantry arrangements, and general facility upkeep. This role keeps the office environment, logistics, and administrative functions running smoothly so that engineering and business teams can focus on their core work.

Experience

Experience: 2–5 years in office administration, travel coordination, travel operations, or facility management

Reports to

Reports to: Operations & Supply Chain Manager / Office Manager

Travel Booking & Logistics

• Coordinate and book employee air travel, train travel, and ground transportation for business trips across domestic and international routes.
• Research, compare, and select the most cost-effective and convenient travel options within company policy.
• Arrange hotel, guest house, and other accommodation based on employee requirements and company budget guidelines.
• Coordinate ground transportation (cabs, pickups) for airport runs, visiting stakeholders, and field-site travel.
• Process travel requests, track booking confirmations, and provide itineraries to travelers.
• Manage visa applications, documentation, and timelines for international business travel.
• Maintain relationships with travel agencies, airlines, and hotel chains to secure negotiated rates and special privileges.

Travel Expense Management & Policy Compliance

• Reconcile airline invoices, hotel bills, cab charges, and other travel-related expenses against booking records and actual usage.
• Flag discrepancies, incorrect charges, or billing errors and resolve them with vendors.
• Process travel expense reimbursement requests and submit them for financial approval.
• Maintain detailed travel expense tracking by employee, project, or cost center.
• Maintain and update the company travel policy and the list of approved travel vendors, tracking vendor reliability, cost, and service quality.
• Ensure all travel arrangements comply with company travel policy and budget guidelines, and guide employees on policy, reimbursement procedures, and booking protocols.

Food & Pantry Management

• Arrange and manage food supply for the office, including breakfast, lunch, and snacks for employees.
• Coordinate with caterers and food vendors, negotiate pricing, and manage contracts.
• Maintain inventory of pantry items (tea, coffee, beverages, supplies) and ensure adequate stock.
• Address dietary requirements and special requests from employees.
• Track and manage food and pantry expenses against budget.

Facility Upkeep & Administrative Support

• Support the Facility & Infrastructure Manager in day-to-day facility upkeep: coordinate housekeeping, pest control, and general maintenance.
• Manage office supplies inventory (stationery, consumables) and place orders as needed.
• Coordinate with vendors for regular facility maintenance and minor repairs.
• Maintain office security pass issuance, visitor logs, and access control.
• Organize and manage office events, meetings, and team activities.

Administrative Operations, Documentation & Reporting

• Maintain organized records of all administrative documentation: travel records, invoices, receipts, vendor contracts, correspondence, and office policies.
• Assist with employee onboarding and offboarding: office orientation, IT setup, facility access, and document collection.
• Prepare and maintain administrative dashboards and monthly reports (travel spend, food cost, vendor performance) for finance and management.
• Follow up on vendor deliveries and service quality, and resolve administrative issues.
• Maintain confidentiality of employee travel and personal information.

Required Qualifications

• 2–5 years of demonstrable experience in office administration, travel coordination, travel operations, facility management, or a related administrative role.
• Proficiency with travel booking platforms (MakeMyTrip, Expedia, Airbnb, etc.) and major airline booking systems.
• Proficiency in MS Excel and basic MS Office (Word, PowerPoint).
• Strong organizational and time-management skills, with the ability to manage multiple concurrent tasks and priorities.
• Attention to detail, particularly regarding itineraries, dates, and financial records.
• Good communication skills, both written and verbal, in English.
• Comfortable negotiating with vendors and service providers on cost and terms, and managing vendor relationships.
• Ability to maintain confidentiality and handle sensitive administrative and personal information.
  

Preferred Qualifications

• Prior experience in a startup, manufacturing, or fast-paced environment.
• Experience in a corporate travel program or travel management company, including travel policy implementation and compliance.
• Familiarity with airline loyalty programs and hotel reservation systems.
• Working knowledge of GST or tax implications on travel expenses and reimbursements.
• Prior experience coordinating international travel, including visa applications and foreign currency transactions.
• Experience with facility management, housekeeping vendor coordination, or office administration in a multi-team environment.

Green Aero Propulsion is an equal opportunity employer and does not discriminate on the basis of race, color, religion, gender, sexual orientation, national origin, disability, age, or any other status protected by law. We're committed to a workplace where everyone is valued and respected. All hiring decisions are made on merit, qualifications, and business needs.