Travel Desk Manager

Astaguru; Mumbai City; On-site; INR 450,000 - 600,000; Full time

Job summary

Astaguru is seeking a Travel Planning & Logistics Coordinator to manage end-to-end travel arrangements for employees, management, clients and guests. You will handle bookings for flights, hotels, trains and local transport, ensuring options are cost-efficient and aligned with travel policies.

Maintain itineraries, coordinate vendor relationships, and produce monthly travel expense reports, while ensuring compliance and timely communication of confirmations to employees.

Qualifications

• Experience in corporate travel coordination and bookings.
• Ability to coordinate with airlines, hotels and transport vendors.
• Knowledge of corporate travel policies and expense reporting.

Responsibilities

• Manage end-to-end domestic and international travel arrangements for employees, management, clients and business associates.
• Coordinate flight bookings, hotel reservations, train tickets and other travel requirements.
• Identify the most suitable and cost-effective travel options while considering employee preferences, travel policies and business requirements.
• Manage last-minute bookings, cancellations, rescheduling and itinerary changes.
• Ensure timely sharing of tickets, hotel confirmations and travel itineraries with concerned employees.
• Coordinate hotel bookings for employees travelling for official purposes and negotiate corporate rates.
• Identify and negotiate corporate rates with hotels across frequently visited locations.
• Ensure accommodation arrangements are aligned with the company's travel and accommodation policies.
• Manage hotel cancellations, extensions and special accommodation requirements.
• Arrange airport transfers, local transportation, chauffeur-driven cars and intercity travel.
• Coordinate pick-up and drop-off schedules for employees, management and visiting guests.
• Maintain a database of reliable transportation vendors across key locations.
• Ensure timely transportation arrangements, particularly for senior management and VIP guests.
• Ensure all travel bookings comply with the company's approved travel and reimbursement policies.
• Verify travel requests and obtain necessary approvals before confirming bookings.
• Ensure bookings are within approved budgets and entitlement limits.
• Maintain records of approved travel requests, bookings, cancellations and changes.
• Highlight policy deviations and seek necessary approvals.
• Coordinate with airlines, travel agencies, hotels, transport operators and other travel service providers.
• Develop and maintain relationships with reliable travel vendors.
• Negotiate competitive corporate rates and identify opportunities for cost optimisation.
• Monitor vendor service quality and resolve booking-related issues.
• Review vendor invoices and coordinate with Finance for payment processing.
• Maintain a centralised database of all employee travel bookings and expenses.
• Track travel expenditure across departments and business units.
• Prepare monthly travel expense reports and budget utilisation statements.
• Maintain records of advance payments, cancellations, refunds and pending reimbursements.
• Reconcile vendor invoices against actual bookings and coordinate discrepancies with Finance.

Job description

A. Travel Planning & Bookings

• Manage end-to-end domestic and international travel arrangements for employees, management, clients and business associates.
• Coordinate flight bookings, hotel reservations, train tickets and other travel requirements.
• Identify the most suitable and cost-effective travel options while considering employee preferences, travel policies and business requirements.
• Manage last-minute bookings, cancellations, rescheduling and itinerary changes.
• Ensure timely sharing of tickets, hotel confirmations and travel itineraries with concerned employees.

B. Hotel & Accommodation Management

• Coordinate hotel bookings for employees travelling for official purposes.
• Identify and negotiate corporate rates with hotels across frequently visited locations.
• Ensure accommodation arrangements are aligned with the company's travel and accommodation policies.
• Manage hotel cancellations, extensions and special accommodation requirements.

C. Ground Transportation

• Arrange airport transfers, local transportation, chauffeur-driven cars and intercity travel.
• Coordinate pick-up and drop-off schedules for employees, management and visiting guests.
• Maintain a database of reliable transportation vendors across key locations.
• Ensure timely transportation arrangements, particularly for senior management and VIP guests.

D. Travel Policy & Compliance

• Ensure all travel bookings comply with the company's approved travel and reimbursement policies.
• Verify travel requests and obtain necessary approvals before confirming bookings.
• Ensure bookings are within approved budgets and entitlement limits.
• Maintain records of approved travel requests, bookings, cancellations and changes.
• Highlight policy deviations and seek necessary approvals.

E. Vendor & Agency Management

• Coordinate with airlines, travel agencies, hotels, transport operators and other travel service providers.
• Develop and maintain relationships with reliable travel vendors.
• Negotiate competitive corporate rates and identify opportunities for cost optimisation.
• Monitor vendor service quality and resolve booking-related issues.
• Review vendor invoices and coordinate with Finance for payment processing.

F. Travel Expense & MIS Management

• Maintain a centralised database of all employee travel bookings and expenses.
• Track travel expenditure across departments and business units.
• Prepare monthly travel expense reports and budget utilisation statements.
• Maintain records of advance payments, cancellations, refunds and pending reimbursements.
• Reconcile vendor invoices against actual bookings and coordinate discrepancies with Finance.