Admin Executive - Operations

JD- Admin Executive- Operations 

Role Overview 

The Travel & Visa Executive will be responsible for managing end-to-end domestic and international  travel arrangements, visa processing, compliance and traveller support while ensuring adherence to  company policy and cost optimization standards. 

Key Responsibilities 

Travel Coordination 

• Coordinate domestic and international travel for employees. 


• Book cost-effective flights, hotels and ground transportation in compliance with company  policy. 


• Manage complex and multi-city itineraries with accuracy and efficiency. • Ensure advance planning to optimize travel costs. 

Visa Processing 

• Stay updated on global visa regulations and documentation requirements. • Assist employees with visa applications, documentation and submissions. • Liaise with embassies, consulates and visa service providers. 


• Track visa processing timelines and proactively manage escalations. 

Compliance & Documentation 

• Maintain accurate records of travel and visa documentation. 


• Ensure compliance with international travel regulations and internal policies. • Monitor travel spend and support reporting requirements. 


• Maintain audit-ready documentation at all times. 

Travel Support & Communication 

• Act as one of the primary point of contact for travel-related queries. 


• Provide real-time support during disruptions, cancellations or emergencies. • Guide employees on travel policies and best practices. 

Vendor & Stakeholder Management 

• Manage relationships with travel management companies (TMCs), airlines, hotels, and visa  partners. 


• Negotiate favourable commercial terms where applicable. 


• Monitor service levels and escalate performance issues when required.

Risk Management 

• Monitor travel advisories and global risk alerts. 


• Advise travellers on safety protocols and documentation requirements. • Support duty-of-care responsibilities. 

Process Improvement 

• Identify opportunities for automation and cost optimization. 


• Contribute to continuous improvement of travel operations and user experience.

Requirements 

• Proven experience in corporate travel and visa operations. 


• Good to have knowledge of GDS systems (Amadeus/Sabre), airline and hotel booking  platforms. 


• Familiarity with international visa regulations and immigration processes. • Understanding of travel policy compliance and cost control. 


• Strong organizational and multitasking skills. 


• Excellent communication and stakeholder management abilities. 


• High attention to detail in documentation and reporting. 


• Ability to work independently in a fast-paced environment. 


• Proficiency in MS Office, MS Excel and travel management tools. 


• Willingness to work in a 24x7 rotational shift environment. 


• Strong commitment to confidentiality and data security.


• Ability to work collaboratively in a cross-functional environment