Admin Specialist

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