Senior Admin Specialist - Pune

About this role

About the RoleWe 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 Functions1.  Office & Facility ManagementOversee end-to-end office operations including vendor coordination, AMC contracts, housekeeping, and securityManage facility upkeep, space planning, and infrastructure maintenance across Pune premisesEnsure a safe, functional, and productive work environment at all timesAssist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to ensure employee safety and regulatory compliance2.  Executive & Leadership SupportManage senior leadership calendars, travel itineraries, and board meeting logisticsHandle confidential correspondence and documentation with the highest level of discretionCoordinate executive visits, client meetings, and offsites end-to-end3.  Procurement & Vendor ManagementSource, evaluate, negotiate, and manage vendor relationships for office supplies, travel, events, and IT peripheralsTrack budgets, process purchase orders, and ensure timely payments and renewalsMaintain a preferred vendor list and conduct periodic performance reviews4.  Employee Experience & Onboarding SupportCoordinate new hire setup — ID cards, seating, assets, system access, and admin onboarding checklistsSupport employee engagement activities, town halls, and internal eventsAct as the first point of contact for employee admin queries and facility requests5.  Travel & Accommodation CoordinationPlan and book domestic and international travel — flights, hotels, visa processing, and local transportEnsure policy compliance and cost optimization across all travel bookingsMaintain travel records and assist employees with reimbursement documentation6.  Compliance & Records ManagementMaintain statutory registrations, company licenses, and all official documentationEnsure timely renewals and liaise with legal, finance, and government bodies as neededImplement document management systems and maintain audit-ready records7.  Admin Budgeting & Cost ControlPrepare and track the annual admin budget across facilities, travel, and procurementAnalyse spend patterns, identify cost-saving opportunities, and report monthly to the operations headBenchmark admin costs against industry standards and drive continuous improvement