Job Description

Position: Manager – Staff Travel

Industry: Aviation

Location: Gurgaon (WFO)

Role Objective

To manage and govern end‑to‑end staff travel operations for an aviation organization, covering hotel accommodation, vendor management, billing, reconciliation, and compliance, ensuring cost control, service continuity, and audit‑ready processes for crew and staff movement.

Key Responsibilities

Staff Travel & Accommodation Management

• Manage staff travel and hotel accommodation for airline employees including crew, staff, and other entitled categories.
• Ensure uninterrupted availability of hotels in line with operational requirements and rostering needs.
• Act as the SPOC for all staff travel–related operational issues and escalations.

Hotel & Vendor Management

• Handle empanelment, negotiation, and renewal of hotels on a PAN‑India basis.
• Ensure rate contracts are accurate, competitive, and aligned with approved budgets.
• Maintain complete vendor documentation, compliance records, and SLAs.

Billing, SAP & Financial Controls

• Supervise billing desk operations, invoice verification, GRN, and reconciliation.
• Process Purchase Requisitions (PRs) and related transactions in SAP (R/3 or equivalent ERP).
• Ensure vendor payments are released strictly as per contracted rates and approvals.
• Support month‑end closure, audit requirements, and cost variance analysis.

Governance, Policy & Compliance

• Ensure strict adherence to staff travel policies, SOPs, and approval matrices.
• Maintain audit‑ready records for internal, statutory, and management audits.
• Identify control gaps and implement process improvements to strengthen governance.

Stakeholder & Communication Management

• Coordinate with HR, Operations, Finance, and external vendors to ensure smooth execution.
• Handle high‑volume vendor queries and operational communications across locations.
• Prepare MIS and reports on costs, utilization, vendor performance, and exceptions.

Key Skills & Competencies

• Strong understanding of aviation staff travel and hotel operations
• Vendor negotiation and contract management
• Billing, reconciliation, GRN, and SAP exposure
• High process orientation with strong compliance and audit focus
• Clear communication and stakeholder management skills
• Ability to work in a fast‑paced, operations‑driven airline environment

Education & Experience

• MBA / PGDM (Finance / Operations / Administration preferred)
• 6–9 years of experience in aviation administration / staff travel / hotel operations
• Hands‑on experience in airline or aviation ecosystem is mandatory

Behavioral Expectations

• High ownership and accountability
• Detail‑oriented with strong follow‑through
• Calm under pressure; solution‑driven
• Strong ethics and governance mindset