Executive - Travel & Admin

About the Role

We are looking for a proactive, detail-oriented, and highly organized Travel & Administration Executive to manage employee travel, office administration, and day-to-day operational requirements. The role will also support employee onboarding, IT coordination, HR activities, and office events, ensuring smooth and efficient operations across the India team.

The ideal candidate should be comfortable managing multiple priorities, coordinating with internal teams and external vendors, and taking ownership of administrative tasks in a fast-paced, growing organization.

Key Responsibilities

1. Travel & Accommodation Management

• Coordinate domestic and international travel bookings, including flights, trains, hotels, and local transportation.
• Manage travel requests, itineraries, and accommodation arrangements while ensuring cost optimization.
• Coordinate with travel agencies, vendors, and booking platforms to secure competitive rates and resolve travel-related issues.
• Ensure adherence to company travel policies, approval workflows, and documentation requirements.

2. Office Administration & Facilities

• Oversee day-to-day office administration, including meeting room arrangements, visitor management, office supplies, and workplace readiness.
• Maintain office inventories, vendor records, invoices, and administrative documentation.
• Coordinate with external vendors and service providers to ensure timely delivery of office-related services.
• Manage ID cards, visiting cards, letter printing, employee documentation, and onboarding kits.

3. Employee Onboarding & IT Coordination

• Act as the primary point of contact for new joiners on administrative and office-related requirements.
• Coordinate with the IT team on laptop allocation, asset tracking, inventory management, and employee onboarding and offboarding requirements.
• Follow up on IT requests and ensure timely availability of equipment and access-related requirements in coordination with the relevant teams.
• Maintain accurate records of company assets and employee-issued equipment.

4. HR & Employee Support

• Support the HR team with interview scheduling, candidate coordination, follow-ups, and interview logistics.
• Assist with employee engagement activities, office events, team gatherings, and internal coordination initiatives.
• Support employee communications and other HR and administrative activities as required.
• Help ensure adherence to company administrative processes, policies, and operational standards.

5. Vendor & Operational Coordination

• Manage relationships with travel partners, accommodation providers, and other administrative vendors.
• Track vendor invoices, service requests, and payments in coordination with the Finance team.
• Identify opportunities to improve administrative processes, optimize costs, and enhance employee experience.
• Maintain organized records and ensure timely resolution of operational issues.

Requirements

• 3–5 years of experience in travel management, office administration, facilities, or a similar operations-focused role.
• Experience coordinating travel bookings, accommodation, transportation, and vendor relationships.
• Strong organizational, communication, and stakeholder management skills.
• Proficiency in MS Office and Google Workspace; experience with travel booking or expense management platforms is an advantage.
• Ability to manage multiple requests, prioritize tasks, and follow through independently.
• High attention to detail, a proactive approach, and a strong sense of ownership.
• Comfortable working with cross-functional teams, including HR, IT, Finance, and external service providers.

Ayr designs and manufactures critical power grid equipment including power transformers, distribution transformers, special-purpose transformers, high-voltage circuit breakers, and medium-voltage switchgear. We serve markets such as renewables, data centers, utilities, oil & gas, and industrial sectors. 

Website: https://ayr.energy