Senior Admin Specialist - Pune

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

1. 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

1. 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

1. 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

1. 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

1. 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

1. 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

1. 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.