# Admin Specialist **Company**: Helpshift **Location**: Pune, MH **Work arrangement**: onsite **Experience**: senior **Job type**: full-time **Category**: Operations **Industry**: Technology **Apply**: https://apply.workable.com/j/F033097681?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply **Canonical**: https://yubhub.co/jobs/job_843296cd-f83 ## 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. 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 - onsite - 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 negotiation - Facility management - Procurement processes --- Source: [Apply at apply.workable.com](https://apply.workable.com/j/F033097681?utm_source=yubhub.co&utm_medium=jobs_feed&utm_campaign=apply)