Travel & Operations Services Specialist

Description

We are seeking an Travel & Operations Services Specialist.

The role involves independently managing several areas: ensuring smooth day-to-day office operations for employees, handling operational procurement for department needs, supporting the business travel process, and coordinating contractor work.

You will play a key role in creating a comfortable working environment and ensuring the smooth running of the company’s internal services.

Key Responsibilities

1. Facilities & Workplace Management

• Ensuring offices are stocked with necessary resources; coordinating supplies; tracking and controlling inventory of consumables;
• Managing incoming and outgoing correspondence: receiving, registering, tracking, storing, and sending documents and parcels;
• Monitoring the quality of external contractors’ work (cleaning, maintenance, minor repairs) and ensuring SLA compliance;
• Supporting desk booking and meeting room booking systems;
• Organizing coffee points, ensuring supply of snacks and catering.

2. Travel Support

• Processing employee travel requests and checking compliance with the corporate travel policy;
• Liaising with travel agencies on flight and accommodation bookings, transfers, and visa support;
• Promptly resolving issues and emergencies that arise during employee business trips.

3. Procurement & Admin Support

• Managing procurement: sourcing suppliers, requesting commercial quotes, monitoring delivery timelines, and concluding contracts;
• Liaising with the accounting department: collecting, verifying originals, and submitting signed primary documents (closing acts, invoices, receipts); preparing payment document packages;
• Participating in the inventory of fixed assets and office equipment;
• Providing technical support to the manager in conducting tenders.

4. Operations & Onboarding Support

• Participating in the onboarding/offboarding process: preparing workstations, coordinating with IT and HR on equipment and access provisioning;
• Participating in employee satisfaction surveys and aggregating feedback.

Skills, Knowledge and Expertise

• Education: Higher or incomplete higher education (management, business administration, or related fields).
• Experience: 1–3 years in administrative support, contract administration, office management, or travel support.
• Skills:
  • Understanding of procurement and document management processes (contract control, collection of primary documentation, invoice payment);
  • Experience working with task tracking/service desk systems;
  • Confident PC user (MS Office, Google Workspace).
• Languages: Fluent Russian (spoken and written). English at Intermediate (B1) level or above — for business correspondence. Knowledge of Kazakh is a plus.
• Personal Qualities:
  • High level of responsibility, adaptability, and attention to detail;
  • Ability to effectively manage several diverse areas in parallel;
  • Independence in decision-making within one’s scope of competence;
  • Strong business communication skills.

Nice to Have

• Experience working with specialized systems for organizing business travel or office space management.