Travel & Hospitality Coordinator

Travel, Fleet & Hospitality Coordination Desk

Detailed Role Brief | Operating Scope | Candidate Context Note

1. Organisation Snapshot

KVSSL is a multi-state cooperative organisation active in agriculture, seeds, agri inputs, projects and government-linked initiatives. Primary base is Gurgaon with

offices/operations in Jaipur, Raipur, Patna, Bhubaneswar and travel movement

across India.

Operating Metric Indicative Scale

Domestic Air Bookings INR 2–3 lakh/month

Hotel Room Nights Approx. 30/month

International Trips Periodic; visa support required

Office Vehicles 5

Drivers 5

2. Core Scope of Work

• Manage flight, rail, amendments, cancellations, refunds and itinerary support

through existing vendors such as MMT Biz, Shubh Yatra, Atlanta, Direct portals

etc.

• Coordinate international travel and visa processing through agencies or directly

where feasible.

• Use empaneled hotels (Mayfair, Taj, Holiday Inn, Bloom, etc.) and continuously

identify reliable local hotels in smaller cities/towns.

• Arrange VIP / senior guest movements with punctual execution and proactive

confirmations.

• Manage taxi vendors such as Eco Mobility, SRC Fleet, Indian Travel House,

Uber (Work), Ola (Work) and alternates.

• Control company fleet deployment, driver roster and standby arrangements.
• Track insurance, PUC, servicing, repairs and renewals of all vehicles.
• Verify all vendor invoices before forwarding for payment processing.
• Issue and settle petty cash for toll, parking, waiting and minor guest

convenience expenses.

• Support Gurgaon office hospitality for visiting guests/staff where required.

3. Operating Standards

• Urgent requests to be acknowledged promptly on WhatsApp/call.
• If pickup is at 6:00 AM, vehicle should target arrival by 5:45 AM.
• Guest should receive driver and vehicle details in advance.
• Concerned senior/director should receive confirmation update.
• No request should remain unattended during leave; handover mandatory.
• Junior staff requests to proceed after confirmation from appropriate senior.

4. Candidate Profile

• 5+ years experience in corporate travel desk / travel agency / admin logistics.
• Strong follow-up discipline and ownership mindset.
• Responsive beyond normal office hours when operationally required.
• Excel / MIS capability essential.
• Vendor negotiation ability preferred.

5. Success Benchmarks

• Management should not need to chase bookings.
• Vehicles and guests should move without friction.
• Billing leakages should reduce.
• Reliable citywise vendor/hotel network should improve continuously.

Job Type: Full-time

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits

• Cell phone reimbursement
• Provident Fund

Work Location: In person