Administration & Operations Specialist

Supply Wisdom Services; Bengaluru; On-site; INR 550,000 - 750,000; Full time

Job summary

Supply Wisdom Services is building a robust Administration and Operations function in Bengaluru to support workplace activities for the India entity. The Administration Operations Specialist will lead day-to-day office administration, vendor coordination, and employee support, working closely with Finance, HR, IT, and facilities teams.

The role requires hands-on execution, on-site presence, and occasional travel within the city.

Qualifications

• Graduate in any discipline.
• Minimum 2 years in office administration or facilities management.
• Proficiency in MS Excel, Outlook and Teams.
• Willingness to be on-site and travel within the city.

Responsibilities

• Manage office administration and daily operations for the India office.
• Coordinate vendor onboarding, invoices, and payments with Finance.
• Support HR, IT, and other functions on shared requirements and events.
• Plan and execute office events and employee appreciation activities.
• Assist in audits and documentation as needed.

Skills

Vendor coordination

Office coordination

Ground-level operations

Education

Graduate in any discipline

Tools

MS Excel

Outlook

Microsoft Teams

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.

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.