Administrative Executive

This position supports daily office operations and ensures smooth coordination of travel-related services. The role focuses on administrative coordination, customer service support, and documentation handling for travel packages such as Umrah and tour bookings.

Specific Responsibilities

1. Handle general administrative duties including filing, data entry, and document management

2. Maintain proper records of customer bookings, payments, and travel documentation

3. Prepare invoices, receipts, and basic financial records

4. Assist in responding to customer enquiries (walk-ins, calls, WhatsApp, email)

5. Provide information on travel packages, itineraries, and pricing

6. Support customer registration and booking processes for tours and Umrah packages

7. Prepare and organize travel-related documents such as:

Visa applications

Flight itineraries

Hotel bookings

Travel insurance

8. Ensure all documentation is accurate and submitted on time

9. Coordinate with external partners (airlines, hotels, transport providers)

10. Assist in scheduling travel departures and managing group travel arrangements

11. Support pre-departure briefings and travel preparation logistics

12. Update booking systems and maintain customer databases

13. Track payment status and follow up on outstanding balances

14. Generate simple reports for management (e.g., booking status, customer records)

15. Assist in preparing promotional materials or travel package listings

16. Support social media or WhatsApp broadcast updates for travel promotions

17. Help with event coordination (e.g., travel briefings or consultation sessions)

Technical Skills and Competencies

1. Proficient in Microsoft Office applications (Word, Excel, PowerPoint) for documentation, reporting, and data tracking

2. Ability to manage digital filing systems and maintain accurate administrative records

3. Experience in preparing invoices, receipts, and basic financial documentation

4. Basic understanding of travel booking platforms (e.g., flight and hotel reservation systems)

5. Ability to input and manage customer booking details accurately

6. Familiarity with itinerary preparation and travel package structuring

7. Knowledge of travel documentation requirements including visa applications, passport checks, and travel insurance

8. Ability to verify accuracy and completeness of travel-related documents

9. Understanding of timelines and submission processes for travel arrangements (especially Umrah-related documentation)

10. Ability to use CRM or database systems to manage customer information and booking records

11. Tracking of customer enquiries, follow-ups, and payment status

12. Maintaining confidentiality and proper handling of customer data

13. Proficient in email communication and business correspondence

14. Basic use of social media platforms for marketing support and announcements

15. Ability to update and maintain booking databases accurately

16. Generate simple reports (e.g., booking summaries, payment tracking) using Excel

17. Use of calendars and scheduling tools to manage appointments, travel dates, and briefings

Attachments: 6 months