Travel Desk Executive

H G Infra Engineering (HGIEL); Jaipur; On-site; INR 260,000 - 380,000; Full time

Job summary

HG Infra Engineering (HGIEL) is seeking a Travel Desk Coordinator to manage employee travel, hotel bookings, and in-house LMV coordination in Jaipur. The role requires handling domestic travel, vehicle allocation, vendor coordination, and MIS reporting, ensuring adherence to SOPs and policies.

The candidate will liaise with employees, travel agencies, hotels, and drivers, maintaining logs and ensuring timely travel execution.

Qualifications

• Experience in travel management and vendor coordination.
• Strong communication and coordination skills.
• Proficient in MS Excel and documentation processes.

Responsibilities

• Handle domestic travel bookings including air, rail, and other approved modes of transportation.
• Coordinate hotel bookings as per employee requirements and policy guidelines.
• Manage changes, cancellations, and travel-related queries.
• Ensure bookings comply with timelines, budgets, and policy guidelines.
• Coordinate with employees, agencies, hotels and service providers for travel arrangements.
• Manage in-house LMVs and allocate vehicles and drivers per travel needs.
• Maintain daily vehicle movement, trip sheets, and utilization records.
• Coordinate with drivers to ensure timely reporting and adherence to requirements.
• Arrange external cars/cabs when in-house vehicles are unavailable.
• Prepare and maintain Travel Desk MIS on a daily/weekly/monthly basis.

Skills

Coordination

Communication

MS Excel

Documentation

Vendor management

Job description

Role Summary:

Responsible for managing employee travel and hotel bookings, in-house LMV and driver coordination, external car/cab hiring, travel and transportation MIS, vendor coordination and invoice verification. The role will ensure timely execution of travel requirements, adherence to company SOPs and policies, coordination with internal stakeholders, and support vendor onboarding and creation. Strong coordination, communication, MS Excel, documentation and vendor management skills are required.

Key Responsibilities:

• Handle domestic travel bookings including air, rail, and other approved modes of transportation.
• Coordinate hotel bookings as per employee requirements, approved travel policies, and organizational guidelines.
• Manage changes, cancellations, rescheduling, and travel-related queries.
• Ensure bookings are made within approved timelines, budgets, and policy guidelines.
• Coordinate with employees, travel agencies, hotels, and other service providers for smooth travel arrangements.
• Manage and coordinate the company's in-house Light Motor Vehicles (LMVs).
• Allocate vehicles and drivers based on approved travel requirements.
• Maintain daily vehicle movement, trip sheets, logbooks, and utilization records.
• Monitor vehicle availability, usage, servicing, maintenance, and documentation.
• Coordinate with drivers to ensure timely reporting and adherence to company requirements.
• Arrange external cars/cabs when in-house vehicles are unavailable or insufficient.
• Prepare and maintain daily, weekly, and monthly Travel Desk MIS.