Administration & Travel Desk

Job Description: Administration & Travel Desk

Company: World Digital Ventures (WDV) / WOGOM

Location: Ahmedabad, Gujarat

Department: Administration & Operations

Experience: 2-4 Years

Employment Type: Full-Time, Work From Office

About the Role

We are looking for a proactive and well-organized Admin Executive who can manage day-to-day office administration along with travel desk operations. The ideal candidate should be capable of handling employee travel arrangements, coordinating with vendors, maintaining administrative records, and ensuring smooth office functioning.

Key Responsibilities

1. Office Administration

• 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.

2. Travel Desk Management

• 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.

3. Expense & Vendor Coordination

• 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.

4. Coordination & Reporting

• 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.

Required Skills & Qualifications

• 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.

Preferred Candidate Profile

• 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.