About the role
- Manage daily office administration and ensure smooth office operations.
- Maintain office supplies, stationery, inventory, and other administrative requirements.
- Coordinate with housekeeping, security, maintenance, and other facility service providers.
- Handle vendor management, quotations, purchase requests, and invoice coordination.
- Maintain administrative records, bills, documents, and expense reports.
- Coordinate meetings, conference room bookings, and visitor management.
- Support employee onboarding and other administrative requirements.
- Ensure the office environment is well-maintained and organized.
- Manage domestic travel arrangements for employees, management, and leadership teams.
- Coordinate flight, train, bus, and hotel bookings as per company policies and approved budgets.
- Arrange local transportation, airport transfers, and cab bookings.
- Manage travel itineraries, booking confirmations, and travel-related documentation.
- Coordinate with travel agencies, hotels, and transport vendors to obtain competitive rates.
- Handle travel cancellations, rescheduling, refunds, and booking modifications.
- Maintain employee travel records, travel expenses, and supporting bills.
- Ensure timely coordination for business trips, meetings, and official visits.
- Track administrative and travel-related expenses against approved budgets.
- Verify vendor invoices and coordinate with the Finance team for payments.
- Maintain records of purchase orders, bills, quotations, and vendor contracts.
- Support cost optimization by identifying economical travel and administrative solutions.
- Coordinate with internal departments for administrative and travel requirements.
- Provide timely updates to management regarding bookings, expenses, and pending requests.
- Maintain confidentiality of employee information, travel details, and company documents.
- Perform additional administrative duties as assigned by management.
- Graduate in any discipline; relevant certifications are an advantage.
- 2–4 years of experience in office administration, facilities coordination, or travel desk management.
- Prior experience handling flight, hotel, and cab bookings is preferred.
- Strong vendor management, negotiation, and coordination skills.
- Good verbal and written communication skills.
- Basic proficiency in MS Excel, MS Word, email, and office management tools.
- Strong organizational skills, attention to detail, and time management.
- Ability to multitask and manage urgent requests efficiently.
- Hands-on experience managing both office administration and employee travel arrangements.
- A proactive, dependable, and solution-oriented approach.
- Ability to coordinate with senior management, employees, and external vendors.
- Focus on service quality, cost control, and timely execution.
- Key Objective: To ensure efficient office administration and seamless travel arrangements while maintaining service quality, accurate documentation, and cost efficiency.