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
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 setting at all times
Assist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to ensure employee safety and regulatory compliance
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
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
Employee Experience & Onboarding Support
Coordinate current 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
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