Travel Officer

Aga Khan Education Services; Hyderabad; Hybrid; INR 420,000 - 650,000; Full time

Job summary

Aga Khan Education Services is seeking a Travel Coordinator to manage bookings for flights, accommodation and ground transport for students and staff in line with policy. Responsibilities include coordinating visas and insurance, validating invoices, negotiating rates with travel agencies, and ensuring timely payments.

The role requires excellent English/Hindi, strong organizational skills and knowledge of international travel regulations.

Qualifications

• Bachelor's or Master's degree.
• Diploma in travel & tourism is preferred.

Responsibilities

• Research and book flights, accommodation and ground transport per policies.
• Coordinate travel documentation including visas and insurance.
• Validate invoices and coordinate with Finance for payments.
• Negotiate rates with travel agencies within delegated authority.
• Coordinate student travel for terms and holidays with residential staff.
• Maintain accurate travel schedules and emergency contacts.
• Support academic trips and student exchange programs.
• Liaise with FRRO for visa matters for foreign students.

Skills

MS Office

English language

Hindi language

Telugu language

Organizational skills

Communication skills

Problem-solving

Travel regulations knowledge

Currencies knowledge

Customer-focused

Education

Bachelor's or Master's degree

Diploma in travel & tourism

Tools

Outlook

ERP Environment

Job description

Role & responsibilities

Research and book flights, accommodation and ground transportation in accordance with Academy and AKS purchasing and travel policies.

• Coordinate travel documentation, including relevant visa and insurance requirements, and provide clear itineraries, confirmations and guidance to travellers.
• Validate invoices against travel bookings and services delivered, obtain the necessary approvals and coordinate with Finance for timely payments.
• Manage relationships with travel agencies and vendors, including negotiating preferred rates and service agreements within delegated authority.
• Research travel options that balance safety, reliability, convenience and cost.
• Coordinate TID and ITID students travel at the beginning and end of terms, during holidays and for other authorised journeys, working closely with residential staff.
• Maintain accurate student travel schedules and emergency contact details, sharing these with staff responsible for departures, transfers and arrivals.
• Support academic trips, the student exchange programme and other student programmes by coordinating travel logistics and documentation (including visas) with the staff leading each activity.
• Monitor flight changes and coordinate assistance during delays, cancellations or missed connections.
• Coordinate expatriate staff members annual home travel in accordance with contractual entitlements and Academy policies, confirming eligibility and approvals with HR before booking.
• Support travel arrangements for expatriate staff joining or leaving the Academy and liaise with HR on relevant visa and immigration documentation.
• Handle personal information and travel documents securely, maintaining accurate records in accordance with Academy requirements.
• Support TID students with passport applications as required, coordinating with families and relevant Academy staff to assist with documentation and follow-up.
• Liaise with the FRRO on registration and visa matters relating to foreign students, coordinating required documentation, monitoring deadlines and supporting timely completion of relevant processes.

Education:

• Bachelor s or Master s degree
• Diploma in travel & tourism is preferred

Experience:

• Minimum work experience of 5-7 years.
• Good knowledge of MS Office. Knowledge of ERP Environment will be added advantage.
• Candidate should be fluent in spoken & written English & Hindi. Telugu as additional spoken language is more preferable.
• Exceptional organizational, communication, and problem-solving skills.
• Strong knowledge of international travel regulations, customs, and currencies.
• Proficiency in MS Office and Outlook.
• Reliable, detail-oriented, and customer-focused approach.