Travel Co-ordinator

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

Job summary

Inito India is seeking a Travel Desk Coordinator to manage end-to-end travel for employees, handling air tickets, accommodations, and visas across multiple destinations. The role will evolve toward a self-service booking portal as volume grows, with the coordinator supporting rollout and policy alignment.

You will coordinate with HR, Finance and external vendors, ensure policy compliance, manage travel trackers, and provide proactive support for travelers before and during trips.

Qualifications

• Bachelor's degree in any discipline is required.
• 3–5 years of travel desk coordination experience in a corporate setting.
• Experience handling visa applications for multiple countries.
• Comfort with travel portals / TMS and vendor management.

Responsibilities

• Book and manage domestic and international flight tickets for employees.
• Prepare and submit visa applications, coordinating with embassies and agencies.
• Book hotels and arrange accommodation matching location and budget.
• Own relationships with travel agents, airlines, hotels and visa agencies.
• Track travel spend, prepare monthly expense summaries with Finance.
• Act as single point of contact for travelers before and during trips.

Skills

Visa requirements research

Vendor negotiation

MS Office / Google Workspace

Organization & multitasking

Clear communication

Attention to detail

Education

Bachelor's degree

Tools

Travel booking portal / TMS

GDS / airline systems

MS Excel / Sheets

Job description

Job Purpose

To manage end-to-end travel for all employees - domestic and international - including air ticketing, accommodation, and visa processing across a range of destination countries. The role currently operates on a direct-booking model (via travel agents/vendors) and is expected to evolve toward administering a self-service travel booking portal as the travel volume grows; the co-ordinator will play a key role in evaluating and helping roll that out when the time comes.

Key Accountabilities

1. Air Ticketing & Travel Booking

• Book and manage domestic and international flight tickets for employees directly with travel agents/airlines, balancing cost, convenience, and travel policy compliance.
• Compare fares/routes across airlines and agents to get the best value for each trip.
• Handle date changes, cancellations, and rebookings quickly, including for last-minute or urgent travel.

2. Visa & Immigration Documentation (Multi-Country)

• Determine the correct visa category and documentation requirements for each destination country an employee is traveling to - since requirements differ significantly by country and cannot be handled with a single standard process.
• Prepare and submit visa applications, coordinating directly with embassies, consulates, and visa agencies to meet travel timelines.
• Maintain a living reference of visa requirements, processing times, and documentation checklists for the countries employees most frequently travel to, updating it as rules change.
• Track passport expiry and visa validity for frequent travelers, flagging renewals proactively before they become a travel blocker.

3. Accommodation

• Book hotels for employees and visiting clients or guests, matching location, safety, and budget to the purpose of the trip.
• Negotiate corporate rates with preferred hotel chains and vendors to reduce cost per trip.

4. Vendor Management & Negotiation

• Own relationships with travel agents, airlines, hotel chains and visa-processing agencies, including negotiating rates and contract terms directly.
• Run periodic vendor comparisons to ensure the comoany continues to get competitive pricing as travel volume grows or destinations shift.
• Escalate and resolve vendor service issues (delayed visas, booking errors, refund disputes).

5. Budget & Reporting

• Track travel spend against budget and flag overruns early.
• Prepare monthly travel expense summaries for the Admin Manager.
• Coordinate with Finance on invoice processing and expense reconciliation.

6. Employee Support & Duty of Care

• Act as the single point of contact for employees before and during their trip for booking changes, delays, or travel-related issues.
• Maintain a travel tracker with employee itineraries and emergency contact details for anyone traveling internationally.
• Monitor relevant travel advisories for destination countries and flag any risk proactively to travelers and the Admin Manager.

Working Relationships

Internal:

• HR - for new joiner relocation and onboarding travel
• Finance - for invoicing, budget tracking, and expense reconciliation
• Employees and function heads across the Company

External:

• Travel agents, airlines, and online booking platforms
• Hotel chains and accommodation vendors
• Visa-processing agencies, embassies, and consulates across multiple countries

Work Experience

• 3-5 years of experience in travel desk/travel coordination, ideally in a corporate environment with international travel exposure.
• Demonstrated experience handling visa applications for more than one or two countries - comfortable researching and applying new country-specific requirements, not just following a fixed checklist.
• Some prior experience negotiating rates or terms directly with travel vendors.
• Exposure to a corporate travel booking portal/TMS (even as an end-user)

Qualification

Bachelor s degree in any discipline.

Skills

• Working knowledge of visa and documentation requirements across multiple countries, or a demonstrated ability to research and apply them quickly.
• Vendor negotiation and rate comparison skills.
• Proficiency in MS Office/Google Workspace and comfort learning new booking/software tools.
• Strong organizational skills - able to juggle multiple traveler itineraries and deadlines at once.
• Clear written and verbal communication, comfortable coordinating with employees, vendors, and consulates directly.
• High attention to detail, particularly around visa documentation where errors can delay travel.

Behavioral Competencies

• Calm and solution-oriented under time pressure, especially for last-minute or urgent travel changes.
• Ownership mindset - follows through on a booking or visa case until its actually resolved, not just logged.
• Discretion in handling employees personal and travel-related data.
• Proactive communicator who flags risks (visa delays, advisory changes) before they become last-minute problems.

Disclaimer: This job posting has been aggregated from external source. Role details, content, and availability are subject to change. Applicants are advised to confirm the latest information directly on the company website before applying.