The Operation Intern at Azadi Records will play a crucial role in ensuring the smooth execution of day to day administrative and operational activities. Reporting to the Operation Executive, this role involves supporting logistical, and administrative tasks to ensure seamless functioning across all projects and events.
Responsibilities
Travel Coordination:
- Assist with travel bookings, including flights, accommodations, ground transportation, and other related services.
- Research and compare travel options, considering cost, convenience, and preferences to recommend suitable arrangements.
- Ensure compliance with travel policies and guidelines, verifying necessary approvals and documentation.
- Coordinate with travel agencies, airlines, hotels, and other service providers to secure bookings and resolve any issues that may arise.
- Communicate travel details and itineraries to travellers, providing clear instructions and necessary travel documents.
Expense Management:
- Develop and maintain relationships with travel agencies and other travel vendors.
- Negotiate preferred rates and terms with vendors to optimize travel arrangements and cost savings.
- Collect and verify travel-related invoices, receipts, and expense reports.
- Report all expenses and ensure its documentation in the appropriate pnl.
- Ensure accuracy and compliance with expense policies and procedures.
- Assist in reconciling travel expenses and resolving any discrepancies.
- Collaborate with the Finance department to ensure timely processing of travel-related payments and reimbursements.
End-to-End Service:
- Promptly address inquiries, concerns, and requests related to travel arrangements.
- Assist travellers with changes or cancellations, rebooking flights, and resolving any travel-related issues.
Administrative Support:
- Organize and maintain records, including invoices, receipts, and other relevant files in shared drives.
- Provide general administrative support to the Operation Executive, including:
- Scheduling meetings and coordinating calendars.
- Drafting emails, managing correspondence, and handling documentation.
Budget & P&L Assistance:
- Assist in maintaining accurate records for project budgets and P&Ls.
- Support the Operation and Accounts Managers by:
- Creating budget estimates for upcoming projects. Tracking and verifying receipts, invoices, and expenses related to ongoing projects.
- Tracking and verifying receipts, invoices, and expenses related to ongoing projects.
- Ensuring all financial documentation is stored in the appropriate folders and linked to project-specific P&Ls.
- Following up on pending reimbursements, invoice verifications, and timely payments.
Reporting and Accountability:
- Provide regular updates and reports to the Operation Executive on travel coordination activities, achievements, and challenges.
- Collaborate with the Operation Executive to establish goals, objectives, and performance indicators for travel support.
- Take ownership of assigned tasks and contribute to the successful execution of travel arrangements and customer satisfaction.
Qualifications:
- Proven experience in a travel coordination or customer service role.
- Strong knowledge of travel booking systems, online travel agencies, and travel management tools.
- Strong attention to detail and accuracy in work.
- Flexibility to accommodate occasional after-hours or weekend work, particularly during travel emergencies or critical situations.