Administrative Assistant

Description

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.

Requirements

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.

Benefits

High-performing and fast-paced work environment.
Comprehensive health insurance.
Rewards and recognition.
Learning & development.

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