Administration & Operations Specialist

Supply Wisdom, INC; Bengaluru; On-site; INR 600,000 - 900,000; Full time

Job summary

Supply Wisdom is building a dedicated administration and operations capability for its 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, working with IT and external vendors to maintain smooth day-to-day operations and deliver a consistent workplace experience for employees in Bengaluru.

Qualifications

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

Responsibilities

• Manage travel bookings and logistics for employees and visitors.
• Process vendor invoices and coordinate payments with Finance to closure.
• Track office and administration expenses against budget and flag variances.
• Coordinate onboarding logistics for new joiners and workstation readiness.
• Administer employee insurance and respond to queries.
• Support audits with documentation, and assist with HR and finance interfaces.
• Manage office administration and facilities including maintenance and vendor onboarding.
• Plan and execute office events, gifting, and merchandise distribution.

Skills

MS Excel

Outlook

Microsoft Teams

Vendor coordination

Invoice processing

Expense tracking

Coordination

On-site work

Travel within city

Education

Graduate degree

Tools

HRMS

Procurement systems

Ticketing systems

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.