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