Administration & Operations Specialist

supplywisdom; Bengaluru; On-site; INR 400,000 - 640,000; Full time

Job summary

Supply Wisdom in Bengaluru, India, is seeking an Administration & Operations Specialist to manage on-site office operations, facilities maintenance and business support activities. The role acts as the execution point across admin, finance and HR, coordinating with IT and vendors to ensure a smooth workplace experience for employees.

The candidate will oversee travel bookings, invoice processing, budget tracking, onboarding logistics, employee insurance administration and support for audits,

Qualifications

• Graduate in any discipline.
• Minimum 2 years of experience in office administration, facilities management or business support.
• Working knowledge of vendor coordination, invoice processing and expense tracking.
• Proficiency in MS Excel, Outlook and Microsoft Teams.
• Strong coordination and follow-through, with ability to manage multiple requests independently.

Responsibilities

• Manage travel bookings and associated logistics for employees and visitors.
• Process vendor invoices and coordinate payments with Finance through to closure.
• Track workplace and administration expenses against budget and flag variances.
• Coordinate new joiner onboarding logistics, workstation readiness and welcome kits.
• Administer employee insurance, including enrolment, additions, deletions, letter drafting and query resolution.
• Provide support for internal and external audits, including compiling and maintaining documentation.
• Support Work From Office initiatives and workplace readiness activities.
• Coordinate between HR, Finance, IT and other support functions on shared requirements.
• Manage office administration and daily operations of the India office.
• Manage facilities upkeep and maintenance, including preventive maintenance schedules and issue resolution.
• Manage vendor onboarding, including documentation, empanelment, and coordination with internal stakeholders.
• Support office expansion, relocation and workspace setup activities.
• Plan and execute office events and celebrations, including vendor coordination and on-day management.
• Manage employee gifting and swag, including sourcing, inventory and distribution.
• Manage merchandise procurement and distribution across locations.

Skills

Vendor coordination

Invoice processing

Expense tracking

Ground-level operations

On-site readiness

Education

Graduate in any discipline

Tools

MS Excel

Outlook

Microsoft Teams

HRMS

Procurement system

Job description

Administration & Operations Specialist

Role Purpose

Supply Wisdom is establishing a dedicated administration and operations capability for the India entity. The Administration & Operations Specialist will act as the on-ground execution point for workplace operations, business administration and employee support activities.

The role sits across Administration, Finance and HR, and works closely with each of these functions as well as IT and external vendors to keep day-to-day operations running smoothly and to deliver a consistent workplace experience for employees.

Key Responsibilities

Business Operations

• Manage travel bookings and associated logistics for employees and visitors.

• Process vendor invoices and coordinate payments with Finance through to closure.

• Track workplace and administration expenses against budget and flag variances.

People Operations Support

• Coordinate new joiner onboarding logistics, workstation readiness and welcome kits.

• Administer employee insurance, including enrolment, additions, deletions, letter drafting and query resolution.

• Provide support for internal and external audits, including compiling and maintaining documentation.

• Support Work From Office initiatives and workplace readiness activities.

• Coordinate between HR, Finance, IT and other support functions on shared requirements.

Workplace Operations

Primary focus area of the role:

• Manage office administration and daily operations of the India office.

• Manage facilities upkeep and maintenance, including preventive maintenance schedules and issue resolution.

• Manage vendor onboarding, including documentation, empanelment, and coordination with internal stakeholders.
• Support office expansion, relocation and workspace setup activities.

Employee Experience

• Plan and execute office events and celebrations, including vendor coordination and on-day management.

• Manage employee gifting and swag, including sourcing, inventory and distribution.

• Manage merchandise procurement and distribution across locations.

Candidate Requirements

Essential

• Graduate in any discipline.

• Minimum 2 years of experience in office administration, facilities management or business support, preferably within a corporate or shared services environment.

• Working knowledge of vendor coordination, invoice processing and expense tracking.

• Proficiency in MS Excel, Outlook and Microsoft Teams.

• Strong coordination and follow-through, with the ability to manage multiple requests independently and with minimal supervision.

• Willingness to be on-site and hands-on with ground-level operational work, including occasional travel within the city.

Preferred

• Exposure to HR operations or finance support processes.

• Experience working with HRMS, procurement or ticketing systems.

• Experience supporting an office setup or relocation.