Administrative Officer

Location: Chākan

Key Responsibilities
Travel Desk Operations
Manage domestic and international travel arrangements including  air/train/bus tickets, hotel bookings, and local conveyance .
Coordinate employee travel for  business meetings, site visits, audits, training programs, and project mobilisations .
Handle last-minute changes, cancellations, and emergency travel support (common during plant shutdowns or urgent site requirements).
Vendor & Cost Management
Liaise with  travel agents, airlines, hotels, cab vendors , and negotiate competitive rates.
Maintain approved vendor lists and ensure service quality and SLA adherence.
Monitor travel expenses, ensure cost control, and prepare MIS reports for management review.
Policy Compliance & Documentation
Ensure all travel bookings are as per  company travel policy  and approval matrix.
Maintain travel records, invoices, bills, and supporting documents for audits and finance reconciliation.
Coordinate with the Finance team for timely payment processing and expense settlements.
Employee Coordination
Act as a single point of contact for employees regarding travel-related queries and support.
Share itineraries, travel guidelines, and safety instructions, especially for site and remote location travel.
Administrative Support
Support general administration activities such as  guest coordination, accommodation arrangements, and logistics .
Assist during  company events, conferences, and official visits  (including senior leadership travel).

Key Skills & Competencies
Strong coordination and communication skills
Vendor negotiation and cost optimisation
Knowledge of travel booking systems and MS Office
Ability to handle pressure and urgent travel requirements
Good record-keeping and attention to detail
Qualifications & Experience
Graduate in any discipline (preferred: Administration / Management)
2–5 years of experience in  Travel Desk / Administration / Facilities
Experience in manufacturing, infrastructure, EPC, or corporate offices preferred
Preferred Attributes
Familiarity with Indian rail, airline, and hotel booking processes
Understanding of compliance, audits, and cost controls
Professional, service-oriented approach with multitasking ability