Travel Desk Manager

Job Description

Travel Desk & Expense Manager (India)

Location : Hyderabad, India(preferred in office), but Remote employee applications are also accepted

Reporting To :  HR Manager, or Finance Controller

Shift Timing : 2 : 00 PM IST to 11 : 00 PM IST (Required to overlap with US business hours)

Position Summary

The Travel Desk & Expense Manager will be responsible for the end-to-end management of corporate travel bookings and the post-travel expense review and approval cycle. This role requires a meticulous, policy-driven professional who can ensure compliance, manage vendor relations (specifically Navan), and provide efficient support to our global employee base. The required shift timing (2 : 00 PM – 11 : 00 PM IST) is essential for synchronizing with US business operations.

Key Responsibilities

I. Corporate Travel Management (Travel Desk)

Booking Execution : Manage and execute all approved business travel bookings (flights, accommodation, ground transport) using the designated platform, Navan.

Approval Verification : Strictly verify that all travel requests have received the necessary approvals on the pre-booking platform (e.g., Zoho People, internal request tool) before booking is finalized.

Policy Compliance : Ensure all bookings adhere strictly to the company's approved Travel Policy, securing the most cost-effective options without compromising safety or employee needs.

Support & Issue Resolution : Serve as the primary point of contact for employee travel inquiries, amendments, cancellations, and urgent issue resolution during the late IST shift.

II. Expense Management & Compliance

Expense Approval Workflow : Manage the expense approval pipeline, reviewing submitted expense reports against organizational policies.

Receipt Verification : Conduct meticulous verification of all submitted receipts and supporting documentation to confirm legitimacy, detail, and alignment with the approved trip / expense purpose.

Policy Enforcement : Approve only those expenses that conform strictly to the company's approved Travel and Expense (T&E) Policies, escalating non-compliant submissions to HR or Finance.

User Training : Assist in educating employees on T&E policies, receipt submission guidelines, and best practices to reduce submission errors.

III. System Administration & Reporting

Maintain up-to-date knowledge of the travel booking system and the internal approval platform.

Generate monthly and quarterly reports on travel expenditure, expense compliance rates, and vendor spend to identify cost-saving opportunities.

Qualifications and Requirements

Education and Experience

Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.

5+ years of experience in a similar role managing corporate travel (Travel Desk) and employee expense management.

Proven experience working with a modern travel and expense management platform (Experience with Navan is highly preferred).

Prior experience in a global or multinational environment, managing compliance across different regional policies.

Skills and Competencies

Exceptional attention to detail and accuracy in verifying financial documentation.

Strong understanding of T&E policy best practices and internal controls.

Excellent communication skills, both written and verbal, for interacting with employees and external vendors.

Proficiency in Microsoft Excel for data analysis and reporting.

Ability to work the required shift : 2 : 00 PM IST to 11 : 00 PM IST.

Requirements

Education and Experience

Bachelor’s degree in Finance, Accounting, Business Administration, or a related field.

5+ years of experience in a similar role managing corporate travel (Travel Desk) and employee expense management.

Proven experience working with a modern travel and expense management platform (Experience with Navan is highly preferred).

Prior experience in a global or multinational environment, managing compliance across different regional policies.

Skills and Competencies

Exceptional attention to detail and accuracy in verifying financial documentation.

Strong understanding of T&E policy best practices and internal controls.

Excellent communication skills, both written and verbal, for interacting with employees and external vendors.

Proficiency in Microsoft Excel for data analysis and reporting.

Ability to work the required shift : 2 : 00 PM IST to 11 : 00 PM IST.

Benefits

Health & Life Insurance, Training benefits as per company policies