Administrative Assistant

The Admin Assistant – Travel Management is responsible for coordinating, managing, and supporting all employee travel-related activities across the organization. This role ensures efficient travel planning, cost control, policy compliance, and seamless coordination with employees, management, and external travel service providers.

KEY RESPONSIBILITIES

Travel Coordination & Management

• Manage end-to-end travel arrangements including flight bookings, hotel accommodations, transportation, and visa support.
• Coordinate domestic and international travel plans for employees and management.
• Ensure all travel arrangements align with company travel policies and budget guidelines.
• Handle last-minute changes, cancellations, and emergency travel requirements efficiently.

Vendor & Agency Coordination

• Liaise with approved travel agencies, airlines, hotels, and service providers.
• Negotiate and manage preferred rates and travel packages where applicable.
• Monitor service quality and resolve travel-related issues with vendors.

Documentation & Compliance

• Maintain accurate travel records, itineraries, approvals, and expense documentation.
• Support visa processing, travel insurance, and government travel requirements.
• Ensure compliance with internal policies and external travel regulations.

Cost Control & Reporting

• Track travel expenses and support reconciliation with Finance.
• Prepare travel cost reports and summaries for management review.
• Identify cost-saving opportunities and support travel optimization initiatives.

Administrative Support

• Provide general administrative support related to travel and logistics.
• Respond to employee travel inquiries and provide guidance on travel procedures.
• Coordinate with HR, Finance, and Operations teams as required.

QUALIFICATIONS

• Diploma or Bachelor’s degree in Business Administration, Management, or a related field.

EXPERIENCE

• 2–4 years of experience in an administrative role with hands-on travel management responsibilities.
• Experience managing corporate travel in a medium to large organization is preferred.

KNOWLEDGE

• Strong understanding of corporate travel processes and policies.
• Familiarity with travel booking systems and coordination with travel agencies.
• Basic knowledge of visa procedures and international travel requirements.

SKILLS

• Strong organizational and multitasking skills.
• Excellent communication and coordination abilities.
• High attention to detail and accuracy.
• Ability to handle urgent travel requests under pressure.
• Proficient in Microsoft Office (Excel, Word, Outlook).

TRAITS

• Proactive, reliable, and service-oriented.
• Strong sense of responsibility and confidentiality.
• Flexible and adaptable to changing priorities.
• Team player with a professional attitude.

• High-performing and fast-paced work environment.

• Comprehensive Health Insurance
• Rewards and recognition

• Learning & Development
  

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Bayut is an equal-opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.