Regional Administration Specialist - South

Kia India; Bengaluru; On-site; INR 900,000 - 1,300,000; Full time

Job summary

Kia India in Bengaluru seeks a Regional Administration Specialist to manage daily office operations, travel planning, MIS reporting, and vendor contracts. The role emphasizes accuracy, vendor coordination, and adherence to company policies.

Ideal candidates will have 5–8 years in administration or travel management, with SAP and MIS experience. This is an individual contributor role based at the South Regional Office.

Qualifications

• Preferred: Full-Time Bachelor's degree from a recognized institution.
• Additional certifications in Business Administration, Operations, or Travel Management is a plus.
• Minimum 5-8 years of experience in General Administration, Travel Management, preferably in a corporate setting.
• Expertise in SAP, MIS, Invoice Tracking, and Vendor Management.

Responsibilities

• Oversee daily administrative operations, ensuring the office environment is well-maintained and fully functional.
• Manage office facilities, including housekeeping, pantry services, and other day-to-day operations.
• Coordinate with internal teams and external vendors to ensure smooth office functioning.
• Manage MIS reports and ensure timely, accurate tracking, reporting of administrative expenses & activities.
• Handle MakeMyTrip travel invoicing, including invoice verification, reconciliation, tracking, and timely submission for processing.
• Coordinate with internal stakeholders and travel vendors to resolve invoice discrepancies and ensure closure within timelines
• Manage relationships with external vendors, ensuring service quality and cost optimization.
• Handle contract management, including negotiations, renewals, and compliance.
• Ensure that all vendor contracts are updated and adhere to company policies and legal requirements.
• Act as a representative between the Head Office and Regional Office, conveying timely information effectively.
• Provide solutions and recommendations to Management on Administrative and other Operational issues.
• Prepare and present regular reports on administration, travel, and operations to the Management.
• Coordinate and support Business Meets, Leadership Meetings, ensuring seamless end-to-end arrangements.
• Partner with internal stakeholders to understand requirements and deliver timely administrative support.
• Plan and coordinate employee engagement activities and business events, including venue, logistics, vendors, and on-ground execution.

Skills

Communication

Problem solving

Contracts

Vendor relations

Employee travel

Education

Bachelor's degree

Business Admin cert

Travel Management cert

Tools

SAP

MIS

Invoice Tracking

Vendor Management

Job description

We are seeking a skilled Regional Administration Specialist to join our team at our South Regional Office in Bengaluru.

This role requires an individual with expertise in managing daily office operations, employee travel management, and overseeing other administrative areas. The ideal candidate should have strong communication skills, problem-solving abilities, and a keen eye for detail to ensure smooth business operations and adherence to company policies.

Key Responsibilities:

A) General Administration & Office Management:

• Oversee daily administrative operations, ensuring the office environment is well-maintained and fully functional.
• Manage office facilities, including housekeeping, pantry services, and other day-to-day operations.
• Coordinate with internal teams and external vendors to ensure smooth office functioning.

B) Travel Management, MIS & Invoice Tracking:

• Manage MIS reports and ensure timely, accurate tracking, reporting of administrative expenses & activities.
• Handle MMT (MakeMyTrip) travel invoicing, including invoice verification, reconciliation, tracking, and timely submission for processing.
• Coordinate with internal stakeholders and travel vendors to resolve invoice discrepancies and ensure closure within timelines
• Manage relationships with external vendors, ensuring service quality and cost optimization.
• Handle contract management, including negotiations, renewals, and compliance.
• Ensure that all vendor contracts are updated and adhere to company policies and legal requirements.

D) Communication & Reporting:

• Act as a representative between the Head Office and Regional Office, conveying timely information effectively.
• Provide solutions and recommendations to Management on Administrative and other Operational issues.
• Prepare and present regular reports on administration, travel, and operations to the Management.

E) Stakeholder Management & Reporting:

• Coordinate and support Business Meets, Leadership Meetings, ensuring seamless end-to-end arrangements.
• Partner with internal stakeholders to understand requirements and deliver timely administrative support.
• Plan and coordinate employee engagement activities and business events, including venue, logistics, vendors, and on-ground execution.

Skills & Qualifications:

A) Educational Qualifications:

• Preferred: Full-Time Bachelor's degree from a recognized institution.
• Additional certifications in Business Administration, Operations, or Travel Management is a plus.
• Minimum 5-8 years of experience in General Administration, Travel Management, preferably in a corporate setting.
• Expertise in SAP, MIS, Invoice Tracking, and Vendor Management.

Key Skills:

• Excellent communication skills (both written and verbal)
• Strong problem-solving abilities, able to identify issues and provide solutions in a timely manner.
• Proven experience in Managing Contracts and Vendor Relations.
• Expertise in handling Employee Travel (Domestic/ International)
• Strong organizational and time management skills with the ability to multitask and prioritize responsibilities.

Note:

• This is an individual contributor role.
• Candidate must have completed one year in current organization.