Admin Executive

Key Responsibilities

Travel Coordination

o Independently manage domestic and international travel bookings

(flights, trains, buses, taxis).

o Arrange accommodation including hotels, guest houses, and serviced

apartments.

• Prepare and circulate detailed itineraries well in advance.
• Handle urgent, lastminute travel changes and emergency

arrangements.

Vendor & Agency Management

o Negotiate with travel agencies, airlines, and hotels to secure

costeffective deals.

o Maintain and evaluate relationships with preferred vendors for

performance and compliance.

o Escalate and resolve vendor issues to ensure uninterrupted services.

Cost & Compliance

o Ensure all bookings adhere to approved budgets and company travel

policy.

• Prepare cost comparison sheets and obtain necessary approvals.
• Support finance with invoice verification, receipts, and reconciliation.

Documentation & Reporting

• Maintain accurate travel records and employee travel history.
• Prepare monthly MIS reports on travel expenses, bookings, and vendor

performance.

o Ensure proper documentation for visas, insurance, and internal

approvals.

Employee Support

o Provide guidance on travel policies, claims, and reimbursement

procedures.

o Assist employees with cancellations, rescheduling, and special travel

requirements.

o Act as a reliable point of contact for travelrelated queries.

Meeting Room Management

• Coordinate booking of meeting rooms and conference facilities.
• Manage schedules to avoid conflicts and ensure optimal utilization.
• Support logistics and setup for meetings, workshops, and events.

Backup Support – Administration & Facilities

o Assist in general administration tasks including procurement, fleet, and

office supplies.

o Provide backup support for facilities management (housekeeping,

security, maintenance).

o Step in during staff absence or peak workload periods to ensure

continuity.

Process Improvement

o Recommend and implement improvements in travel and meeting room

booking processes.

• Introduce digital tools for booking, tracking, and reporting.
• Drive transparency and timely communication in all administrative

arrangements.

Requirements

Qualifications & Skills

Bachelor’s degree in business administration, Commerce, or related field.

4–5 years of proven experience in travel booking, vendor management, and

administration.

Strong knowledge of travel portals, booking systems, and vendor negotiation.

Advanced MS Excel and documentation/reporting skills.

Excellent communication, interpersonal, and negotiation abilities.

Ability to multitask, prioritize, and perform under pressure.

Exposure to facilities and general administration support preferred.