Administration Specialist

Arcesium; Hyderabad; On-site; INR 600,000 - 900,000; Full time

Job summary

Arcesium is seeking a proactive professional to manage front office operations, reception, and vendor coordination. The role oversees hotel onboarding, travel arrangements, and event management across pan-India and beyond, ensuring service standards and vendor SLAs are met.

The candidate will drive automation and reporting for leadership reviews. Responsibilities include planning events, negotiating contracts, managing printing needs, and maintaining SOPs while delivering exceptional guest

Qualifications

• Graduate degree in any discipline, preferably Hospitality/Hotel Management with specialization in Service Operations.
• Excellent verbal and written communication with professional telephone etiquette.
• Strong vendor management, negotiation, and RFP/contract administration skills.
• Working knowledge of hotel onboarding, travel arrangements, and vendor evaluation processes.
• High computer proficiency (MS Office, systems, reporting).
• Structured approach to invoice tracking, event planning, and scheduling.
• Ability to leverage AI tools and drive work automation projects to improve process efficiency.
• Team-oriented, proactive, and flexible under high-volume or peak-period demand.

Responsibilities

• Front Office & Reception Operations: manage reception and visitor management operations, define service standards, KPIs, and performance benchmarks, ensure consistency in day-to-day visitor and guest experience.
• Hotel Onboarding, Travel & Vendor Management: lead hotel onboarding with due diligence and service standard alignment, manage travel and hotel bookings pan-India and outside India, run RFP processes and SLAs with vendors, negotiate contracts.
• Events (Small & Mid-Size Pubs & Hotels): plan and execute events end-to-end, plan menus and coordinate F&B orders, ensure smooth event execution and manage all logistics, vendor coordination, and delivery, manage end-to-end contracts and invoice processing for event vendors.
• Printing: manage printing requirements for office and event needs, track vendor performance and turnaround for printing services.
• Process, Compliance & Reporting: build/review SOPs for reception, events, and vendor management; use data/audits/feedback for continuous improvement; identify and drive automation opportunities using AI tools; prepare recurring reports and insights on vendor performance, events, and invoice status for senior leadership.

Skills

Communication

Vendor management

RFP/Contract

Hotel onboarding

Travel arrangements

AI tools

Invoice tracking

Event planning

Scheduling

Teamwork

Flexibility

Education

Graduate degree in any discipline (Hospitality/Hotel Management preferred) with specialization in Service Operations

Tools

MS Office

Job description

Role & responsibilities

Front Office & Reception Operations

• Manage reception and visitor management operations
• Define service standards, KPIs, and performance benchmarks for front-desk operations
• Ensure consistency and excellence in day-to-day visitor and guest experience

Hotel Onboarding, Travel & Vendor Management

• Lead hotel onboarding processes, including due diligence and service standard alignment
• Manage travel arrangements and hotel bookings pan-India, and outside India as the need arises
• Run RFP processes for vendor selection and manage the vendor evaluation lifecycle
• Negotiate contracts and manage service-level agreements (SLAs) with hotel and service vendors

Events (Small & Mid-Size Pubs & Hotels)

• Plan and execute small and mid-size events at pubs and hotels, end to end
• Plan event menus and coordinate F&B orders for events
• Ensure smooth event execution by managing all aspects logistics, vendor coordination, and on-ground delivery
• Manage end-to-end contracts and invoice processing for event vendors

Printing

• Manage printing requirements for office and event needs
• Track vendor performance and turnaround for printing services

Process, Compliance & Reporting

• Build, review, and enhance SOPs for reception, events, and vendor management
• Use data, audits, and feedback to drive continuous improvement
• Identify and drive automation opportunities using AI tools to streamline recurring processesPrepare recurring reports and insights on vendor performance, events, and invoice status for senior leadership

Preferred candidate profile

• Graduate degree in any discipline, preferably Hospitality/Hotel Management with specialization in Service Operations
• Excellent verbal and written communication with professional telephone etiquette
• Strong vendor management, negotiation, and RFP/contract administration skills
• Working knowledge of hotel onboarding, travel arrangements, and vendor evaluation processes
• High computer proficiency (MS Office, systems, reporting)
• Structured approach to invoice tracking, event planning, and scheduling
• Ability to leverage AI tools and drive work automation projects to improve process efficiency
• Team-oriented, proactive, and flexible under high-volume or peak-period demand