The Role
Manages domestic and international travel bookings, accommodations, itineraries, urgent changes, vendor relationships, budgets, compliance, invoices, and reporting. Supports employee travel queries, meeting room scheduling, events, general administration, procurement, fleet, office supplies, and facilities backup. Improves booking and reporting processes through digital tools and clear communication.
Summary Generated by Built In
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.
o Prepare and circulate detailed itineraries well in advance.
o 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.
o Prepare cost comparison sheets and obtain necessary approvals.
o Support finance with invoice verification, receipts, and reconciliation.
Documentation & Reporting
o Maintain accurate travel records and employee travel history.
o 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
o Coordinate booking of meeting rooms and conference facilities.
o Manage schedules to avoid conflicts and ensure optimal utilization.
o 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.
o Introduce digital tools for booking, tracking, and reporting.
o 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.
Skills Required
- Bachelor's degree in business administration, Commerce, or a related field
- 4-5 years of 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
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The Company
What We Do
The Association of People with Disability (APD), India is a Bengaluru-based nonprofit that has worked since 1959 to transform the lives of children and adults with disabilities across urban and rural Karnataka. It delivers early intervention, inclusive education, livelihood training, rehabilitation, capacity building, and access-to-entitlements programs, while partnering with NGOs, government, and other organizations and advocating for policies that advance inclusion, justice, and equity.
