Travel Desk Executive- Admin

Company Description:We see ourselves as a bunch of crazy maniacs who refuse to understand "It Can Not Happen". People know us for building the most awesome e-bikes (electric bicycles) but, how we see it is "We believe we are changing the world, one e-bike at a time, and playing a part in bringing India to the Global map for EVs." The company aims to bring across top-quality eBikes which would currently cost way more in the domestic market at an affordable price utilizing its local sourcing and manufacturing capabilities.Let's talk numbers. We are currently the market leader in India across the e-bike category and are just on the verge of announcing our Series C. Having grown from a team of 5 to 400+ across the globe, from a small garage to offices across 15+ countries and clocking in INR 300+ Cr revenue in the first three years of operations. We have raised a series B from global investors. We think this is a great start to our exciting journey.We think this is a great start to our exciting journey.Come, join us, help us transform the world, mobility, and have a blast while doing it! Think you are the right fit? Feel free to apply!Role Summary:We are looking for a detail-obsessed Travel Desk Executive who can independently manage domestic and international travel for employees. This role is not just about booking tickets- it’s about planning, coordination, cost control, compliance, and calm handling of last-minute chaos.If you know airline portals, embassy requirements, visa timelines, and how to fix travel disruptions without panic, this role is for you.Key Responsibilities:1. Travel Management (Domestic & International)- Handle end-to-end travel arrangements, including: - Flight bookings (domestic & international) - Hotel accommodations - Airport transfers and local conveyance - Ensure bookings align with company travel policies and budgets - Compare fares, optimise routes, and suggest cost-effective travel options - Manage last-minute changes, cancellations, and rescheduling efficiently2. Visa & Immigration Support- Independently manage VISA processing for international travel, including: - Business visas, conference visas, short-term work visas (as applicable) - Documentation preparation and verification - Appointment scheduling with embassies / VFS / consulates - Track visa timelines and proactively flag delays or missing documents - Coordinate with employees, HR, embassies, and external agents (if required) - Maintain updated knowledge of country-specific visa requirements3. Coordination & Communication- Act as a single point of contact for all employee travel needs - Coordinate with: - Travel vendors/agents - Airlines, hotels, and logistics partners - Internal stakeholders (HR, Finance, Leadership) - Share clear travel itineraries and visa updates with employees in advance4. Vendor & Cost Management- Liaise with travel agents and vendors for negotiated rates - Maintain vendor records and service quality checks - Track travel expenses and support Finance with: - Invoices - Cost summaries - Reconciliation as needed5. Documentation & Records- Maintain accurate records of: - Travel itineraries - Visa copies - Passport validity tracking - Ensure data confidentiality and compliance with internal policies6. Policy Compliance & Process Improvement- Ensure adherence to company travel and reimbursement policies - Flag exceptions or deviations proactively - Suggest improvements to travel processes for efficiency and cost savingsDesired Candidate Profile:Experience & Skills:- 2–3 years of proven experience handling corporate travel desks - Hands-on experience with international travel & visa processing is mandatory - Strong working knowledge of: - Airline booking portals - Visa documentation and embassy processes - Experience working with travel agents and multiple vendorsBehavioural Competencies (Non-Negotiable):- Highly organized and detail-oriented - Calm under pressure and good at handling last-minute changes - Strong follow-up skills (things don’t slip through the cracks) - Clear and professional communication - Service mindset- supportive, proactive, and solution-orientedTools & Systems:- Comfortable with MS Excel / Google Sheets - Experience using HR/Admin systems is a plus - Familiarity with travel booking tools or portals preferredExpectations from the role:- Zero missed flights or visa surprises - Employees travel stress-free - Costs are controlled and justified - Leadership trusts you to “just handle it.”

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