SeniorAdminSpecialist

**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 acr