Travel Desk Associate

Metro Chem. Inc.; Hyderabad; On-site; INR 600,000 - 900,000; Full time

Job summary

Metro Chem. Inc. in Hyderabad seeks a Travel Desk Coordinator to manage travel bookings, visa processing, and exhibition logistics for employees and visitors. The role involves coordinating international travel, hotel and transport, and ensuring compliance with travel policies.

You will liaison with Sales/Marketing for events, obtain competitive quotes, track visa progress, and maintain travel records while supporting finance with travel expense reconciliation.

Responsibilities

• Coordinate domestic and international travel arrangements for employees, management, and visitors.
• Book flights, trains, and buses and manage related ticketing and transport.
• Arrange hotel reservations, airport transfers, and local transportation per travel requests.
• Process international visa applications, gather documents, schedule appointments, and follow up with embassies.
• Coordinate passport-related documentation, travel insurance, and other travel formalities.
• Support Exhibitions and events with travel, venues, and logistics in collaboration with Sales/Marketing.
• Book exhibition stalls, registrations, and approvals, and coordinate with organizers.
• Coordinate exhibition design, branding, materials, and logistics with Marketing.
• Obtain quotes from travel agencies, hotels, visa consultants, and event organizers; negotiate rates.
• Liaise with airlines, travel agencies, hotels, visa consultants, and organizers for timely execution.
• Monitor visa processing timelines, passport submissions, ticket changes, refunds, and rescheduling.
• Maintain travel booking records, visa trackers, schedules, vendor details, and documents.
• Verify travel bills, hotel invoices, visa charges, and exhibition invoices before approvals.
• Coordinate with Finance for advances, vendor payments, and reconciliation of travel expenses.
• Ensure compliance with company policies, budgets, and authorization procedures.
• Communicate itineraries, confirmations, visa updates, and exhibition schedules to staff and departments.
• Coordinate with internal departments to ensure smooth travel, visits, and events.

Job description

Job Responsibilities

1. Coordinate domestic and international travel arrangements, including flight, train, and bus ticket bookings for employees, management, and business visitors.
2. Arrange hotel reservations, accommodation, airport transfers, and local transportation as per approved travel requests.
3. Process visa applications for international business travel, including documentation, application submission, appointment scheduling, and follow-up with embassies, consulates, and visa agencies.
4. Coordinate passport-related documentation, travel insurance, and other formalities required for international travel.
5. Coordinate with the Sales and Marketing Department for domestic and international exhibitions, trade fairs, conferences, and business events.
6. Arrange exhibition stall bookings by coordinating with event organizers, identifying suitable exhibition spaces, completing registration formalities, and obtaining necessary approvals.
7. Coordinate exhibition stall design, fabrication, branding, promotional materials, and logistics in consultation with the Sales and Marketing Department.
8. Obtain quotations from travel agencies, hotels, visa consultants, exhibition organizers, and other service providers; compare costs and negotiate competitive rates.
9. Liaise with airlines, travel agencies, hotels, visa consultants, and event organizers to ensure timely execution of travel and exhibition arrangements.
10. Monitor visa processing timelines, passport submission and collection, ticket cancellations, rescheduling, refunds, and changes in travel plans.
11. Maintain travel booking records, visa status trackers, employee travel schedules, exhibition calendars, vendor details, and supporting documents.
12. Verify travel bills, hotel invoices, visa processing charges, exhibition booking invoices, and other related expenses before submitting them for approval and payment.
13. Coordinate with Finance and Accounts for advance payments, vendor payments, employee travel expenses, and reconciliation of travel-related expenses.
14. Ensure all travel and exhibition arrangements comply with company policies, approved budgets, and authorization procedures.
15. Communicate travel itineraries, booking confirmations, visa status updates, and exhibition schedules to employees and concerned departments.
16. Coordinate with internal departments to ensure smooth execution of business travel, customer visits, exhibitions, and other official events.
17. Perform other travel desk and administration-related responsibilities assigned by the reporting manager.