About the role
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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
- 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
- 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.
- Strong coordination and follow-up skills
- Excellent attention to detail
- Cost-conscious and commercially aware
- Strong negotiation and vendor management skills
- Ability to manage multiple requests across different time zones
- Ability to work under pressure and handle last-minute requirements
- Strong written and verbal communication skills
- Good Excel and reporting skills
- High level of ownership and accountability
- Customer-service-oriented approach
- Understanding of financial controls and approval processes