Manager - Travel Operations - BPO

POSITION GOALS

- Deliver best internal customer and stakeholder experience by efficiently managing the Travel, Accommodation and Travel Related service including local conveyance at geographies requirements for employees/ authorized representatives of the company travel.

- Drive Quality by implementing quality procedures in all Operational & Team initiatives

- Demonstrate Operational hygiene and accuracy in all areas under scope

- Benchmarking and reviewing Travel Policy; Enhancing Visa Immigration Knowledge base and providing consultancy to business divisions, and other statutory requirements related to travel to new geographies / locations.

- Look for opportunities to develop and improve self and team member capability levels.

- Ensure compliance with all Statutory, Regulatory, Legal and Audit requirements.

DUTIES & RESPONSIBILITIES

- Make travel arrangement including Airline ticket, accommodation, local conveyance, etc., for Domestic and International travel in geographical location where the companies have operations/ requirements.

- Keep abreast with changes in VISA/travel rules and guidelines in stakeholder countries and fine-tune the process within the company and continue providing consultancy and expert advice to business and HR on visa requirements to destination countries/ travel locations.

- Monitor and review daily travel activities and ensure companies travelers are reaching their destination safely and have the necessary documents/ information including what type of items/ articles they can procession for / during travel

- Provide end to end travel support to employees and visitors in the most cost-effective way in compliance with the company travel policy framework without compromising on the traveler requirements within timelines as defined in the Travel Guidelines.

- Provide periodic review of existing travel policy and guidelines in line with changing business requirements of the company. Help business, HR, Finance with recommendations on changes with stats on feasibility study, market benchmarking and trend analysis based on customer/stakeholder feedback and exception/variance log maintained by Travel Team during the year/s.

- Timely issuance of Tickets including boarding pass, accommodation, and other travel related requirements.

- Timely submission of invoices/ travel related document for payment processing and accounting.

- Interfacing with vendors for finding cost effective options for services requirement. Strategize and use multiple information source to maintain cost under control without compromising on quality.

- Sustain relationship with major vendors/ identified service providers to ensure the organisation is benefitted by the value proposition. Keep abreast with the changing trends and new development in the travel industry to be able to negotiate optimised rates.

- Ensure SOP's are followed properly by vendor staff for all processes.

- Liaison with procurement team for timely execution of contracts and agreements under scope

- Submit monthly / weekly and other reports as required with accuracy in data and timely submission

- Timely processing / acknowledging and submission of all respective vendor related invoices

- Vendor Manpower compliance records are verified before deployment, reviewed periodically and maintain live records

- Adherence to processes and policies with approvals in place for any deviations.

- Timely closure of all external/internal audit findings, with no repeat NC's

- Establish professional connect / relationship with vendors, customers and other stake holders

- Process improvement opportunities are identified in the areas under scope and implementation of such activities are carried out post review with Line Manager / key stake holders.

- Monitor internal booking tool, MIS reporting tool is UP and running to ensure nearly 100% uptime of travel services.

MI Reporting and Analysis:

- Maintain an updated database for all activities and processes handled by Travel team. Provide meaningful analysis in terms of expense trends, key performance indicators, trend analysis etc. to stakeholders and management to review and base decision making related to travel logistics.

- Sustain the system of maintaining comprehensive database of all travel related activities which would help in decision making

- Conduct Monthly Review Meeting with vendor and key stake holder.

- Track invoice processing, advance payment, refunds etc.

AREA OF RESPONSIBILITY

- Company, its subsidiaries or JV companies have operations

- Travel within / out of India, USA, UK, Europe, or other geographies where company has operations/ requirements.

- The above list is a guideline of the Key Responsibility, however based on requirement, instructions would be provided for work requirements and encourage you to be proactive to drive initiatives