Travel Desk Executive

Third Wave Coffee; Bengaluru; On-site; INR 300,000 - 420,000; Full time

Job summary

Third Wave Coffee in Bengaluru is seeking a proactive Travel Desk & Admin Assistant to manage employee travel, front office operations, and general administrative tasks for smooth daily activities.

The role requires coordinating travel bookings, liaising with travel vendors, handling inquiries, and supporting onboarding, events, and reception duties with strong organizational and communication skills.

Qualifications

• Strong coordination and communication abilities.
• Organizational and interpersonal skills for office operations.
• Capability to manage travel bookings and front desk tasks.

Responsibilities

• Coordinate domestic and international travel bookings and vendor liaison.
• Manage front desk operations and visitor registration.
• Handle office supplies, courier services, and event support.
• Prepare MIS travel and admin reports and manage travel reimbursements.

Skills

Communication skills

Organizational skills

Interpersonal skills

Coordination

Tools

MS Office

Job description

Job Description – Travel Desk & Admin Assistant

We are looking for a proactive and detail-oriented Travel Desk & Admin Assistant to manage employee travel arrangements, handle front office operations, and provide administrative support to ensure smooth day-to-day office operations. The ideal candidate should possess strong coordination, communication, organizational, and interpersonal skills.

Travel Desk Management

• Coordinate domestic and international travel bookings, including flights, trains, hotels, and local transportation.
• Ensure travel bookings are made in compliance with company travel policies and approved budgets.
• Liaise with travel vendors, airlines, hotels, and travel management companies for reservations and modifications.
• Handle travel-related queries, cancellations, rescheduling, and emergency travel requirements.
• Maintain travel records, reports, and booking documentation.
• Track travel expenses and assist employees with travel reimbursements.
• Provide travellers with itineraries, tickets, hotel vouchers, and travel-related information.
• Monitor vendor performance and negotiate competitive rates where applicable.

Administrative Support

• Manage office supplies and maintain inventory of stationery and other office essentials.
• Coordinate facility-related activities, including housekeeping, pantry management, and office maintenance.
• Assist in organizing company events, meetings, leadership visits, and employee engagement activities.
• Handle courier, dispatch, and vendor coordination activities.
• Maintain administrative records, invoices, purchase requests, and payment follow-ups.
• Support onboarding activities by arranging workstation setup, ID cards, welcome kits, and related requirements.
• Coordinate with internal departments and external vendors for smooth administrative operations.
• Prepare and maintain MIS reports related to travel and administration activities.

Reception & Front Office Management

• Manage the front desk and act as the first point of contact for visitors, employees, and guests.
• Welcome visitors and ensure proper visitor registration and access management procedures are followed.
• Handle incoming calls, emails, and direct enquiries to the appropriate departments.
• Coordinate meeting room bookings and ensure meeting rooms are adequately prepared.
• Maintain visitor records and issue visitor badges as per company guidelines.
• Assist in handling incoming and outgoing mail, courier services, and deliveries.
• Ensure the reception area is maintained in a clean, professional, and presentable manner at all times.
• Support leadership and guests by coordinating hospitality arrangements during office visits.