Admin & Facility Executive

Job Description – Travel Desk Executive

Company

Anblicks

Position

Travel Desk Executive

Department

Administration / Finance & Operations

Location

India

Employment Type

Full-Time

Work Timing

India working hours with required overlap with US business hours

Role Summary

The Travel Desk Executive will be responsible for managing and coordinating end-to-end business travel requirements for Anblicks employees and leadership across India and the USA.

The role will ensure timely travel arrangements, cost-effective bookings, adherence to the Company’s Travel Policy, appropriate approvals, accurate documentation, and seamless coordination with employees, vendors, Admin, HR, and Finance teams.

As the role supports Anblicks' US operations, the candidate will be required to maintain regular working-hour overlap with the US team and should be flexible to support urgent or time-sensitive travel requirements across different time zones.

Key Responsibilities

Travel Planning & Booking

Manage domestic and international business travel requirements for employees and leadership across India and the USA.

Arrange flights, hotels, ground transportation, rental cars, and other travel-related services.

Identify cost-effective travel options while considering business requirements, employee convenience, and Company policy.

Handle booking modifications, cancellations, rescheduling, refunds, and travel disruptions.

Support urgent and last-minute travel requirements, including requests received during the required US-hours overlap.

Share complete travel itineraries and booking confirmations with travelers on time.

USA Travel Support

Provide travel desk support to employees and leadership based in or traveling within the USA.

Coordinate domestic US travel, including flights, hotels, rental cars, and ground transportation.

Support India-to-USA and USA-to-India international travel requirements.

Coordinate effectively with US-based employees, Admin, HR, Finance, Sales, and Delivery teams.

Understand and manage travel requirements across different US time zones.

Maintain appropriate overlap with US business hours to ensure timely response and support.

Travel Approvals & Policy Compliance

Ensure appropriate business and financial approvals are obtained before confirming bookings.

Verify that travel requests comply with the Company's Travel Policy, including travel class, hotel limits, advance booking requirements, and applicable spending limits.

Identify and escalate exceptions or out-of-policy requests before booking.

Maintain proper documentation and approval trails for travel transactions.

International Travel & Documentation

Coordinate international travel arrangements, including flight and hotel bookings.

Support employees with visa-related documentation, travel insurance, invitation letters, and other travel documentation in coordination with HR/Admin.

Track visa timelines and travel documentation requirements.

Ensure travelers receive necessary itinerary and documentation information before travel.

Vendor Management & Cost Optimization

Coordinate with travel agencies, airlines, hotels, rental car providers, cab providers, and other travel vendors in India and the USA.

Compare available travel options and quotations to ensure competitive pricing.

Support negotiation of corporate rates and commercial arrangements with travel vendors.

Monitor vendor service quality, response time, pricing, and billing accuracy.

Identify opportunities to reduce travel costs through advance booking, preferred vendors, corporate rates, and better travel planning.

Billing & Finance Coordination

Verify travel vendor invoices against approved bookings and supporting documents before submission to Finance.

Ensure appropriate employee, department, project/customer, and cost-center information is captured.

Coordinate with Finance for vendor payments, employee travel advances, reimbursements, and corporate card transactions, as applicable.

Track cancellations, refunds, airline credits, hotel refunds, and unused ticket credits.

Follow up with vendors to ensure timely recovery and utilization of outstanding credits.

Travel MIS & Reporting

Maintain accurate travel records and prepare periodic MIS covering

Employee-wise travel expenses

Department/project/customer-wise travel expenses

India and USA travel spend

Domestic vs. international travel

Airfare, hotel, rental car, and ground transportation expenses

Booking lead time

Cancellation and rescheduling costs

Refunds and unused travel credits

Policy exceptions

Vendor-wise spend

Travel cost trends and savings opportunities

Provide monthly travel reports to Finance/Management and highlight significant variances, exceptions, and cost-saving opportunities.

Key Performance Indicators (KPIs)

Performance may be measured based on

Turnaround time for travel requests

Travel Policy compliance

Cost savings through fare comparison and advance booking

Accuracy of bookings and travel documentation

Timely resolution of urgent India and US travel requests

Timely reconciliation of cancellations, refunds, and travel credits

Accuracy and timeliness of Travel MIS

Vendor performance

Employee satisfaction with travel desk support

Required Qualifications & Experience

Bachelor's degree in Commerce, Business Administration, Travel & Tourism, or a related field.

2–5 years of experience in corporate travel management or travel desk operations.

Experience handling India and US corporate travel is strongly preferred.

Experience managing domestic and international flight, hotel, rental car, and ground transportation bookings.

Familiarity with US travel arrangements and major US time zones will be an advantage.

Good working knowledge of Microsoft Excel and MIS reporting.

Strong written and verbal English communication skills.

Key Skills & Competencies

Strong coordination and follow-up skills

Excellent attention to detail

Cost-conscious and