Sminetech Solutions Pvt. Ltd.
Website:
sminetech.com
Job details:
Hi,
We are hiring for below position-
Job Description for the Travel Desk Executive position.
Job Title: Travel Desk Executive –Overseas Travel,Employees Transport Services (ETS)
Location: Mumbai,Vikhroli
Job Summary
The Travel Desk Executive is responsible for managing and coordinating overseas and domestic travel arrangements along with Employees Transport Services (ETS). The role ensures cost-effective, compliant, and smooth travel and transportation operations while maintaining high service standards and employee satisfaction.
Key Responsibilities
A. Overseas & Domestic Travel Management
- Handle end-to-end travel arrangements for employees, including flight bookings, hotel reservations, visa processing, travel insurance, and forex coordination.
- Coordinate with approved travel management companies (TMCs) and airlines to secure best rates and timely bookings.
- Ensure compliance with company travel policies, budgets, and approval matrices.
- Maintain accurate travel records, itineraries, invoices, and MIS reports.
- Assist employees with travel-related queries, changes, cancellations, and emergency support during overseas travel.
- Coordinate with HR and business teams for travel planning related to projects, on-site assignments, and client visits.
B. Employees Transport Services (ETS)
- Manage daily employee pick-up and drop services across shifts (general and night shifts).
- Coordinate with transport vendors for route planning, vehicle allocation, and driver deployment.
- Ensure safety, compliance, and adherence to company policies, including night shift security norms.
- Monitor vehicle utilization, GPS tracking, trip adherence, and vendor performance.
- Handle employee transport-related escalations, grievances, and feedback.
- Maintain transport rosters, attendance records, route charts, and trip MIS.
C. Vendor & Cost Management
- Liaise with travel agents, transport vendors, hotels, and other service providers.
- Validate invoices, track costs, and support timely payments.
- Support contract renewals, rate negotiations, and service level reviews.
- Ensure vendors meet defined SLAs and compliance requirements.
D. Compliance, Safety & Reporting
- Ensure compliance with statutory requirements, especially related to employee safety (POSH, night travel guidelines, vendor documentation).
- Prepare daily, weekly, and monthly MIS reports for travel and transport operations.
- Support internal and external audits related to travel and transport services.
- Continuously identify opportunities for process improvement and cost optimization.
Required Skills & Competencies
- Strong coordination and communication skills.
- Good knowledge of air travel, visa processes, and international travel norms.
- Hands-on experience in ETS operations and shift-based transport management.
- Vendor management and negotiation skills.
- Proficiency in MS Excel, email communication, and MIS reporting.
- Ability to handle urgent situations, last-minute changes, and escalations calmly.
Qualifications & Experience
- Graduate in any discipline (preferred: Administration / Travel / Management).
- 3–4 years of experience in Travel Desk, Administration, Facilities, or Transport Management.
- Experience handling overseas travel,corporate employee transport is mandatory.
Key Performance Indicators (KPIs)
- Travel and transport cost optimization.
- Timely and accurate booking and service delivery.
- Employee satisfaction scores.
- Vendor SLA adherence.
- Compliance and audit outcomes.
Thanks
Suchita
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