Senior Admin Specialist - Pune

Keywords Intl1; Pune District; On-site; INR 600,000 - 1,100,000; Full time

Benefits offered by this job

Daily Free Meals - onsite

Worker's insurance

Paid Time Offs

Other employee benefits

Job summary

Helpshift in Pune seeks an experienced Admin Specialist to anchor its operations at the office. You will manage day-to-day administration, support leadership, and drive efficiency across facilities and processes.

The role covers vendor management, procurement, onboarding, travel, and compliance, requiring 5–7 years in admin roles within IT/tech services. Join a dynamic in-office team in Pune.

Qualifications

• 5 to 7 years in administration, preferably in an IT product or tech services company.
• Strong command over vendor negotiations, facility management, and procurement processes.
• Proficient in MS Office and Google Workspace; excellent communication.
• Graduate in any discipline; MBA or PG Diploma preferred.
• Ability to multitask and work with minimal supervision.
• High attention to detail and proactive mindset.

Responsibilities

• Oversee end-to-end office operations including vendor coordination, AMC contracts, housekeeping, and security.
• Manage facility upkeep, space planning, and infrastructure maintenance across Pune premises.
• Ensure a safe, functional, and productive work environment.
• Assist in planning fire drills, emergency procedures, and crisis response.
• Manage senior leadership calendars, travel itineraries, and board meeting logistics.
• Handle confidential correspondence and documentation with discretion.
• Coordinate executive visits, client meetings, and offsites end-to-end.
• Source, evaluate, negotiate, and manage vendor relationships for office supplies, travel, events, IT peripherals.
• Track budgets, process purchase orders, ensure timely payments and renewals.
• Maintain a preferred vendor list and conduct performance reviews.
• Coordinate new hire setup — ID cards, seating, assets, system access, onboarding checklists.
• Support employee engagement activities, town halls, and internal events.
• Plan and book domestic and international travel; visa processing and transport.
• Maintain travel records and assist employees with reimbursements.
• Maintain statutory registrations, licenses, and audit-ready records.
• Prepare and track the admin budget; analyze spend and report monthly.
• Benchmark admin costs against industry standards and drive improvements.

Skills

Vendor negotiations

Facility management

Procurement processes

Communication skills

Stakeholder management

Problem-solving

Multitasking

Education

MBA or PG Diploma in Management

Graduate in any discipline

Tools

MS Office

Google Workspace

Job description

About the Role

We are looking for a seasoned Admin Specialist to anchor our operations in Pune. With a decade of experience, you will be the backbone of our office — ensuring smooth day-to-day administration, supporting leadership, and driving operational efficiency across the organization. The candidate shall be handling the front desk / reception of Helpshift Office, Pune.

Critical Functions

1. Office & Facility Management

• Oversee end-to-end office operations including vendor coordination, AMC contracts, housekeeping, and security
• Manage facility upkeep, space planning, and infrastructure maintenance across Pune premises
• Ensure a safe, functional, and productive work environment at all times
• Assist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to ensure employee safety and regulatory compliance

2. Executive & Leadership Support

• Manage senior leadership calendars, travel itineraries, and board meeting logistics
• Handle confidential correspondence and documentation with the highest level of discretion
• Coordinate executive visits, client meetings, and offsites end-to-end

3. Procurement & Vendor Management

• Source, evaluate, negotiate, and manage vendor relationships for office supplies, travel, events, and IT peripherals
• Track budgets, process purchase orders, and ensure timely payments and renewals
• Maintain a preferred vendor list and conduct periodic performance reviews

4. Employee Experience & Onboarding Support

• Coordinate new hire setup — ID cards, seating, assets, system access, and admin onboarding checklists
• Support employee engagement activities, town halls, and internal events
• Act as the first point of contact for employee admin queries and facility requests

5. Travel & Accommodation Coordination

• Plan and book domestic and international travel — flights, hotels, visa processing, and local transport
• Ensure policy compliance and cost optimization across all travel bookings
• Maintain travel records and assist employees with reimbursement documentation

6. Compliance & Records Management

• Maintain statutory registrations, company licenses, and all official documentation
• Ensure timely renewals and liaise with legal, finance, and government bodies as needed
• Implement document management systems and maintain audit-ready records

7. Admin Budgeting & Cost Control

• Prepare and track the annual admin budget across facilities, travel, and procurement
• Analyse spend patterns, identify cost-saving opportunities, and report monthly to the operations head
• Benchmark admin costs against industry standards and drive continuous improvement

Requirements

What We're Looking For

• 5 to 7 years in administration, preferably in an IT product or tech services company
• Strong command over vendor negotiations, facility management, and procurement processes
• Proficient in MS Office (mandatory) , Google Workspace (preferable)
• Excellent communication, stakeholder management, and problem-solving skills
• Graduate in any discipline; MBA or PG Diploma in Management preferred
• Ability to multitask, prioritize independently, and operate with minimal supervision
• High attention to detail and a proactive, ownership-driven mindset

Benefits

• Daily Free Meals - onsite

• Worker's insurance
• Paid Time Offs
• Other employee benefits to be discussed by our Talent Acquisition team in India.

Helpshift embraces diversity. We are proud to be an equal opportunity workplace and do not discriminate on the basis of sex, race, color, age, sexual orientation, gender identity, religion, national origin, citizenship, marital status, veteran status, or disability status.

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Role Information: EN

Studio: Helpshift

Location: Asia Pacific, India, Pune

Area of Work: Player Engagement

Service: Engage

Employment Type: Full Time, Permanent

Working Pattern: In Office