Senior Admin Specialist - Pune

Keywords Studios Plc.; Pune District; On-site; INR 500,000 - 750,000; Full time

Benefits offered by this job

Daily Free Meals - onsite

Worker's insurance

Paid Time Offs

Other employee benefits to be Discuss

Employee engagement events

Job summary

Keywords Studios Plc. seeks a seasoned Admin Specialist to anchor Pune operations, handling front desk, administration, and leadership support. With 5–7 years’ admin experience in IT/tech services, you will coordinate vendor relations, travel, onboarding, and compliance, while driving efficiency and employee experience.

This role is based in-office in Pune. You will manage calendars, plan events, and ensure cost-effective procurement, creating a safe, productive workplace aligned with company

Qualifications

• 5–7 years in administration, preferably in IT product or tech services
• Strong vendor negotiations, facility management and procurement experience
• Proficient in MS Office and Google Workspace
• Excellent communication, stakeholder management and problem-solving skills
• Graduate in any discipline; MBA or PG Diploma in Management preferred

Responsibilities

• Oversee end-to-end office operations, vendor coordination and facility maintenance across Pune premises
• Manage senior leadership calendars, travel itineraries and board meeting logistics
• Source, evaluate, negotiate and manage vendor relationships for office supplies, travel and IT peripherals
• Coordinate new hire setup, onboarding and employee engagement activities
• Plan and book domestic and international travel, ensure policy compliance and cost optimization
• Maintain statutory registrations and official documentation; ensure audit-ready records
• Prepare and track the annual admin budget and analyse spend patterns

Skills

Vendor negotiations

Facility management

Procurement

MS Office

Google Workspace

Communication

Stakeholder management

Problem-solving

Multitasking

Education

Bachelor's degree

MBA or PG Diploma in Management

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

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

• 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.

Privacy Notice

By providing your information in this application, you understand that we will collect and process your information in accordance with our Applicant Privacy Notice. For more information, please see our Applicant Privacy Notice at https://www.keywordsstudios.com/en/applicant-privacy-notice.

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