Travel Desk Executive

Position: Executive Travel Help Desk

Department: Administration & Facilities

Work Location: Mysore

Experience: 5 to 8 Years

Job Summary

We are looking for a proactive, customer-focused, and detail-oriented Executive Travel Help Desk with 5 to 8 years of experience in travel desk, administration, or facilities operations.

The role will be responsible for managing employee travel requests, coordinating domestic and international travel arrangements, handling helpdesk queries, managing travel vendors and invoices, preparing MIS reports, and providing administrative support for business visits and corporate events. The ideal candidate should have strong coordination skills and the ability to manage multiple requests while ensuring timely and efficient service delivery in line with defined SLAs and company policies.

Key Responsibilities:

Travel Help Desk & Operations

• Manage the end-to-end travel helpdesk for employee business travel requests and ensure timely processing of approved travel plans.
• Coordinate domestic and international flight bookings, hotel reservations, visa processing, airport transfers, and Forex card arrangements through authorized travel partners.
• Monitor and respond to travel-related helpdesk tickets and queries within defined Service Level Agreements (SLAs).
• Provide timely assistance for itinerary changes, cancellations, rescheduling, and other travel-related requirements.
• Ensure all travel arrangements comply with company travel policies, approval workflows, and budget guidelines.
• Maintain accurate records of travel requests, bookings, cancellations, and related transactions.

Vendor & Invoice Management

• Coordinate with travel agencies, hotels, Forex service providers, and other travel-related vendors.
• Evaluate available travel options based on business requirements, cost, convenience, and company guidelines.
• Follow up with vendors to resolve service issues, booking discrepancies, and escalations.
• Track vendor invoices and coordinate with internal stakeholders for invoice verification, approvals, and timely payment processing.
• Maintain appropriate documentation and records of vendor transactions and services.

MIS & Documentation

• Prepare and maintain periodic MIS reports, dashboards, trackers, and presentations related to travel and helpdesk operations.
• Monitor key service metrics such as ticket volumes, turnaround time, pending requests, and vendor performance.
• Maintain organized documentation for audits, management reviews, and operational requirements.
• Ensure data accuracy and confidentiality across all travel and vendor records.

Administration & Facilities Support

• Support the Administration & Facilities team in coordinating client/customer visits, meetings, conferences, and corporate events.
• Provide administrative and logistical support for employee and business requirements as assigned.
• Coordinate with internal teams and external service providers to ensure smooth execution of administrative activities.
• Support internal and external audits by providing relevant records, reports, and documentation.

Stakeholder Coordination & Service Delivery

• Act as a single point of coordination between employees, travel agencies, vendors, and internal stakeholders for travel-related requirements.
• Build effective working relationships with internal teams and external service providers.
• Proactively identify and resolve operational issues and escalate critical matters when required.
• Ensure a high level of employee service and satisfaction through timely and professional support.

Required Qualifications & Skills

• Graduate in any discipline; relevant certification in Travel & Tourism, Administration, or Facilities Management will be an advantage.
• 5 to 8 years of relevant experience in Travel Desk, Help Desk, Administration, Facilities, or a similar operational role.
• Strong hands-on knowledge of domestic and international travel booking processes.
• Practical experience in visa processing, hotel bookings, flight reservations, itinerary management, and Forex card arrangements.
• Good understanding of vendor management, invoice verification, and payment coordination.
• Proficiency in Microsoft Excel, PowerPoint, and Word.
• Experience in preparing MIS reports, trackers, presentations, and operational documentation.
• Strong communication, interpersonal, coordination, and organizational skills.
• Ability to manage multiple requests simultaneously and work effectively under deadlines.
• Strong attention to detail with a process-oriented approach.

Language Proficiency

• English: Fluent reading, writing, and speaking
• Kannada: Fluent reading, writing, and speaking
• Hindi: Fluent reading, writing, and speaking