Job Description

Overview:

THE ROLE

Plan, coordinate, and complete a broad range of Administrative and Facility services that allow the organization to operate efficiently.
This position will interface extensively with Associates and Senior Management and plays a vital role in the smooth operations of the Admin and Infrastructure team.
The candidate should have the ability to manage a large group of diversified functions. They should be accomplished in managing multiple stakeholders and have a proven track record of consistently exceeding performance goals and managing operations in a demanding business environment. Experience in compliance, facilities management, vendor management, travel and transport management, with knowledge of the India market and business culture, is essential.
Operations/Administration supports the Administration team and the firm through financial management, compliance management, client engagement, risk management, communication protocols, staff training/development, and process/technology improvements.

Ideal Candidate should be inclusive, a team player, and demonstrate the ability to mentor, develop, and focus on professional growth and skill enhancement, accountability, vendor management, and scalability.

Vendor Management:

Ability to manage multiple service providers.

Financial/Analytics:

Work on budgets, Capex & Opex requirements, fixed and variable spends; should have an eye for costs and expenses.

Strategic:

Process-oriented, proactive, and able to take full ownership of deliverables.

Compliance & Audit:

Ensure compliance requirements are adhered to and conduct audits of access points.

HOW YOU WOULD CONTRIBUTE

1. Travel Arrangements (Air and Ground Transportation)

Booking:

Arrange flights, hotels, car rentals, and other transportation.

Itineraries:

Create detailed travel itineraries for employees or clients.

Visa Assistance:

Assist with visa applications and other travel documentation.

2. Coordination

Vendor Liaison:

Work with travel agencies, airlines, hotels, and other service providers to secure the best rates and services.

Schedule Management:

Coordinate travel schedules to avoid conflicts and ensure timely arrivals and departures.

Emergency Support:

Provide assistance during travel disruptions or emergencies.

3. Budget Management

Cost Control:

Monitor and manage travel budgets, ensuring cost-effective solutions.

Expense Tracking:

Maintain accurate records of travel expenses and prepare reports.

Negotiation:

Negotiate with vendors for discounts and better deals.

4. Internal Customer Service

Client Support:

Address travel-related queries and provide support to employees/travelers.

Feedback Handling:

Collect and act on feedback to improve services.

Personalization:

Tailor travel arrangements to meet individual preferences and needs.

5. Compliance

Policy Adherence:

Ensure all travel arrangements comply with company policies and regulations.

Documentation:

Maintain proper documentation for all travel-related activities.

Risk Management:

Identify and mitigate potential travel risks.

6. Technology Use

Travel Software:

Utilize travel management systems and booking platforms.

CRM Tools:

Use customer relationship management software to track interactions and preferences.

Data Analysis:

Analyze travel data to identify trends and optimize processes.

7. Continuous Improvement

Industry Trends:

Stay updated with the latest travel industry trends and best practices.

Training:

Provide training and support to team members on travel management tools and procedures.

Innovation:

Implement new technologies and strategies to enhance efficiency.

WHAT'S SPECIAL ABOUT THE TEAM

Inclusivity:

Creating an environment where everyone feels welcome.

Work-life balance:

Promoting a healthy balance between work and personal life.

Continuous learning:

Encouraging professional development and growth.

Shared goals:

Aligning individual objectives with team goals.

Diverse perspectives:

Valuing different viewpoints and expertise.

Problem-solving:

Working together to overcome challenges.

Vision:

Setting a clear direction and inspiring the team.

Empowerment:

Delegating responsibilities and trusting team members.

Adaptability:

Being flexible and open to change.

SKILLS AND BACKGROUND REQUIRED TO BE SUCCESSFUL

1. Communication Skills

Effective communication: Clearly convey information and instructions. Active listening: Understand and address employee needs and concerns. Professionalism: Maintain a courteous and friendly demeanor.

2. Organizational Skills

Time management: Prioritize travel/transport requests and manage time efficiently. Attention to detail: Ensure accuracy in bookings and documentation. Multitasking: Handle multiple tasks simultaneously without compromising quality.

3. Technical Proficiency

Travel Software: Familiarity with travel management systems like Amadeus and Sabre. CRM Tools: Use CRM software to track client interactions. Online Booking Platforms: Navigate and utilize various booking websites and apps.

4. Problem-Solving Skills

Quick decision-making: Resolve issues promptly, such as flight cancellations or delays. Negotiation: Work with vendors to find solutions and secure the best deals. Contingency planning: Prepare for unexpected travel disruptions.

5. Customer Service

Internal client satisfaction: Ensure a positive experience for travelers. Feedback handling: Address complaints and suggestions constructively. Personalization: Tailor services to meet individual client preferences.

6. Cultural Awareness

Understanding norms: Be aware of cultural customs and etiquette. Sensitivity: Respect cultural differences and provide relevant recommendations. Global knowledge: Be familiar with international destinations and travel regulations.

7. Financial Management

Budgeting: Manage travel budgets and expenses. Cost control: Optimize travel costs without compromising quality. Expense tracking: Maintain accurate records of expenditures.

8. Adaptability

Flexibility: Adapt to changing travel trends and client needs. Innovation: Implement new technologies and practices to improve efficiency. Continuous learning: Stay updated with industry developments and best practices.

Experience

Minimum of 8 years in handling Travel, Transport, Compliance, and Events.

Education

Bachelor's degree or higher in Travel Management, Business Administration, or a related field.

WORK ENVIRONMENT

Flexible, adaptable, approachable, and proactive.