Travel Desk Executive

VFS Global; Mumbai; On-site; INR 600,000 - 1,000,000; Full time

Job summary

VFS Global is seeking a Senior Executive Travel Desk to manage all domestic and international travel requisitions, including air tickets, hotels, transportation, insurance, and foreign exchange for employees on business trips.

You will coordinate visa processing, ensure cost-effective travel arrangements, and maintain accurate travel documentation while adhering to security policies and procedures.

Qualifications

• 4-8 years of relevant experience in the travel industry.
• Higher Secondary Certificate, Bachelor's degree or global equivalent.
• Strong knowledge of visa processes, travel bookings, and cost controls.

Responsibilities

• Manage international and domestic airline ticket bookings efficiently.
• Process visa applications and domestic travel requests within required timeframe.
• Coordinate foreign exchange issuance for travelers and secure competitive rates.
• Arrange overseas medical and travel insurance for employees on business trips.
• Maintain ticket registers and track travel costs; ensure timely payments to vendors.

Skills

Travel coordination

Vendor negotiation

Cost optimization

Customer service

Compliance awareness

Education

Higher Secondary Certificate

Bachelor's degree

Tools

Airline booking systems

Travel policy

ERP/Finance systems

Job description

Job Overview

The Senior Executive Travel Desk will be responsible for managing all domestic and international travel requisitions, including booking air tickets, hotels, transportation, insurance, and foreign exchange, ensuring seamless and cost-effective travel arrangements

Duties & Responsibilities

Job Description

Travel Coordination & Booking

• Manage international and domestic airline ticket bookings efficiently and promptly.
• Process visa applications and domestic travel requests within the required timeframe.
• Arrange overseas medical and travel insurance for employees on business trips.
• Coordinate foreign exchange issuance for travelers.
• Secure the best possible rates for flights, hotels, and transportation.

Compliance & Documentation

• Ensure adherence to VFS Globals information security policies and Standard Operating Procedures when handling bookings.
• Meet turnaround time (TAT) guidelines for all travel-related requests.
• Maintain accurate ticket registers for international and domestic travel, tracking costs.
• Document and account for all travel transactions with precision.
• Ensure timely vendor payments by coordinating with finance and submitting invoices in the correct format.

Vendor & Customer Relations

• Liaise with travel agents, airlines, and vendors to facilitate seamless hotel and transport bookings.
• Maintain comprehensive records of all travel expenses and related costs.
• Negotiate with vendors to secure the most competitive rates.
• Ensure high internal customer satisfaction through efficient and responsive service.
• Participate in job-related training programs to enhance travel management expertise.

Sustainability:

• Promote judicious use of natural resources.
• Adhere to the organisation's environment, health, and safety policies, objectives, and guidelines.

Anti Bribery Management Systems (ABMS)

• Follow the ABMS roles and responsibilities details as prescribed on the ABMS manual.

Understanding of ethical standards and the importance of integrity in business practices.

Education

• Higher Secondary Certificate, Bachelors or global equivalent degree.

Experience

• 4-8 years of relevant experience in the travel industry.