Specialist - Administration

Protiviti India Member Firm; New Delhi; On-site; INR 600,000 - 900,000; Full time

Job summary

Protiviti India Member Firm is seeking a Specialist - Administration in New Delhi to manage office operations and support executive leadership. The role covers facilities, travel, vendor relationships, budget oversight, and event coordination.

The ideal candidate has 4–7 years of administrative experience, strong communication skills, and proficiency in Microsoft Office. Experience with multinational environments is a plus, and the office is based in New Delhi.

Qualifications

• 4–7 years of administrative experience supporting executive-level management.
• Strong communication and organizational skills.
• Proficient in Microsoft Office and modern office tools.
• Experience coordinating events or projects will be an advantage.

Responsibilities

• Oversee the overall office environment, facilities, and equipment to support staff and visitors.
• Coordinate domestic and international travel arrangements, visa processing, and accommodations.
• Manage vendor relationships, contracts, and procurement of office supplies.
• Assist in budgeting, expense tracking, and processing invoices for facility services.
• Supervise housekeeping staff and coordinate with vendors for quality service.
• Plan and coordinate company events and meetings with People and Culture teams.
• Provide administrative support to the Director and expatriates, including schedules and travel.

Skills

Office management

Vendor management

Travel coordination

Stakeholder communication

Job description

JOB REQUISITION

Specialist - Administration

LOCATION

NEW DELHI

JOB DESCRIPTION

ROLE & responsibilities

Office Management:

• Oversee the overall office environment to ensure it meets the needs of staff and visitors. This includes space management, maintaining office equipment, and managing technology resources.
• Ensure the office environment is clean, safe, and well-maintained. Coordinate with building management and housekeeping vendors for maintenance, repairs, and utilities.
• Ensure that all aspects of the office are functioning smoothly, from utilities to maintenance requests. Implement and oversee facilities projects such as office renovations or moves.

Travel Management:

• Coordinate domestic and international travel arrangements for employees, including visa processing, ticketing, and accommodations.
• Maintain accurate travel-related data and ensure timely billing and payment.

Vendor Management

• Oversee vendor relationships, ensuring quality service and timely delivery of goods/services.
• Manage contracts and liaise with vendors for office-related supplies and services.

Budget and Expense Management:

• Assist with budget management, prepare regular reports on expenses, and handle procurement of office supplies.
• Monitor expenses directly related to facility management and operational supplies.
• Approve and process invoices for housekeeping and maintenance services.

Staff Supervision:

• Manage the housekeeping staff and other support personnel, ensuring all tasks are completed efficiently and to a high standard.
• Manage relationships with housekeeping vendors and ensure high-quality service delivery.
• Develop a system to monitor and evaluate housekeeping staff performance and accountability.

Event Planning and Coordination

• Execute company events, meetings, and team-building activities as directed by People and Culture teams.
• Coordinate logistics, catering, and arrangements for such events.

Executive Support

• Provide administrative support to the Director (MD) and expatriates, including managing their schedules, travel, and special requirements.

Preferred candidate profile

• Between 4 7 yr, with a minimum of at least 3 yr of administrative experience supporting executive level management in a corporate environment and managing projects and events from pre-planning to execution.
• Self-motivated, proactive and possess good communication skills
• Confident and able to interact with stakeholders locally and overseas
• Possess good analytical skills and with good attention to details
• Should be proficient in Microsoft office
• Exposure to working in a multinational company would be an advantage
• Excellent Interpersonal skills .
• Ability to stick to time constraints and meet deadlines

Protiviti is not licensed or registered as a public accounting firm and does not issue opinions on financial statements or offer attestation services.