# Senior Admin Specialist - Pune **Company**: Keywords Studios **Location**: Pune, Maharashtra **Experience**: senior **Job type**: Full-time **Category**: Operations **Industry**: Technology **Wikidata**: https://www.wikidata.org/wiki/Q64141679 **Apply**: https://jobs.workable.com/view/syPYve67G67oajh5A1BZwH/senior-admin-specialist---pune-in-pune-at-keywords-studios?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply **Canonical**: https://yubhub.co/jobs/job_4e1a365e-136 ## Description We are looking for a seasoned Admin Specialist to anchor our operations in Pune. With a decade of experience, you will be the backbone of our office , ensuring smooth day-to-day administration, supporting leadership, and driving operational efficiency across the organization. The role involves handling the front desk/reception of Helpshift Office, Pune. **Critical Functions** - **Office & Facility Management** - Oversee end-to-end office operations including vendor coordination, AMC contracts, housekeeping, and security - Manage facility upkeep, space planning, and infrastructure maintenance across Pune premises - Ensure a safe, functional, and productive work environment at all times - Assist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to ensure employee safety and regulatory compliance - **Executive & Leadership Support** - Manage senior leadership calendars, travel itineraries, and board meeting logistics - Handle confidential correspondence and documentation with the highest level of discretion - Coordinate executive visits, client meetings, and offsites end-to-end - **Procurement & Vendor Management** - Source, evaluate, negotiate, and manage vendor relationships for office supplies, travel, events, and IT peripherals - Track budgets, process purchase orders, and ensure timely payments and renewals - Maintain a preferred vendor list and conduct periodic performance reviews - **Employee Experience & Onboarding Support** - Coordinate new hire setup , ID cards, seating, assets, system access, and admin onboarding checklists - Support employee engagement activities, town halls, and internal events - Act as the first point of contact for employee admin queries and facility requests - **Travel & Accommodation Coordination** - Plan and book domestic and international travel , flights, hotels, visa processing, and local transport - Ensure policy compliance and cost optimization across all travel bookings - Maintain travel records and assist employees with reimbursement documentation - **Compliance & Records Management** - Maintain statutory registrations, company licenses, and all official documentation - Ensure timely renewals and liaise with legal, finance, and government bodies as needed - Implement document management systems and maintain audit-ready records - **Admin Budgeting & Cost Control** - Prepare and track the annual admin budget across facilities, travel, and procurement - Analyse spend patterns, identify cost-saving opportunities, and report monthly to the operations head - Benchmark admin costs against industry standards and drive continuous improvement **Requirements** - 5 to 7 years in administration, preferably in an IT product or tech services company - Strong command over vendor negotiations, facility management, and procurement processes - Proficient in MS Office (mandatory), Google Workspace (preferable) - Excellent communication, stakeholder management, and problem-solving skills - Graduate in any discipline; MBA or PG Diploma in Management preferred - Ability to multitask, prioritize independently, and operate with minimal supervision - High attention to detail and a proactive, ownership-driven mindset **Benefits** - Daily Free Meals - Worker's insurance - Paid Time Offs - Other employee benefits to be discussed by our Talent Acquisition team in India. ## Skills ### Required - MS Office - Google Workspace - vendor negotiations - facility management - procurement processes - communication - stakeholder management - problem-solving ### Nice to have - MBA - PG Diploma in Management --- Source: [Apply at jobs.workable.com](https://jobs.workable.com/view/syPYve67G67oajh5A1BZwH/senior-admin-specialist---pune-in-pune-at-keywords-studios?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply)