Reservation Executive

Role Overview

We are looking for a proactive and detail-oriented Operations Executive to manage day-to-day operational activities, coordinate with customers and vendors, and ensure smooth execution of service bookings. The role involves effective communication, software-based booking management, timely collection of duty slips, and ensuring high service quality.

Key Responsibilities

1. Booking & Operations Management

• Handle customer bookings through company software/portal and ensure accurate entry of trip details.
• Allocate vehicles/drivers based on customer requirements, availability, and service standards.
• Track live bookings, monitor trip progress, and resolve operational issues in real-time.
• Ensure proper closure of each duty and update the system accordingly.

2. Customer Coordination

• Communicate with customers professionally regarding bookings, schedules, service updates, and any required clarifications.
• Address customer queries, complaints, and escalations promptly.
• Maintain strong customer relationships and ensure high satisfaction levels through smooth service delivery.

3. Vendor & Driver Coordination

• Coordinate with vendors and drivers to assign duties, share trip details, and ensure timely reporting.
• Follow up with drivers/vendors for duty start, completion, and any delays.
• Ensure all operational guidelines and service standards are followed by vendors/drivers.

4. Duty Slip Management & Documentation

• Collect physical or digital duty slips from drivers/vendors at the end of each trip.
• Verify duty slip details (timings, kilometres, tolls, parking, signature, etc.).
• Upload, maintain, and update duty slips in the system for billing and audit purposes.
• Track any missing documents and follow up until resolved.

5. Software & Reporting

• Use internal software/CRM for booking management, vendor allocation, and document submission.
• Maintain accurate data entry for bookings, rates, invoices, and trip closures.
• Prepare daily/weekly reports on operations performance, pending slips, exceptions, etc.

6. Operational Compliance & Quality

• Ensure compliance with company policies, SLAs, and customer requirements.
• Monitor operational metrics like punctuality, trip quality, and customer feedback.
• Identify gaps and suggest improvements in processes.
• Skills & RequirementsStrong verbal and written communication skills (customer-facing role).
• Basic knowledge of MS Excel and ability to work on CRM/booking software.
• Good coordination and follow-up skills.
• Problem-solving attitude with quick decision-making ability.
• Ability to work under pressure and manage multiple tasks.
• Prior experience in operations/logistics/travel/transportation is an added advantage.