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 secure, 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 trav

📌 Senior Admin Specialist (Pune)
🏢 Keywords Studios
📍 Pune