We are seeking a highly organized and proactive Senior Administrative Specialist to support the expansion of our Chennai office by driving vendor onboarding, setting up facilities, and ensuring seamless day-to-day administrative operations as the office scales.
Key Responsibilities
Office Setup & Expansion (Chennai)
- Support end-to-end office setup including vendor onboarding, workspace readiness, and operational processes
- Coordinate with internal stakeholders to ensure timely office launch and readiness
- Establish and streamline admin processes for a growing office footprint
Vendor Management
- Identify, onboard, and manage vendors for office supplies, services, and maintenance
- Negotiate contracts, pricing, and service agreements
- Track vendor performance and ensure timely service delivery
- Process invoices and coordinate with finance for payments
- Maintain updated vendor database and documentation
Facilities Management
- Oversee office maintenance, housekeeping, security, and utilities
- Ensure workplace safety, cleanliness, and compliance with policies
- Coordinate repairs, maintenance schedules, and inspections
- Manage office supplies and inventory levels
- Support office events and logistics
Travel Coordination
- Arrange domestic and international travel (flights, accommodation, transport, visas if required)
- Optimize travel costs while ensuring convenience and policy compliance
- Handle last-minute travel changes and troubleshoot issues
- Maintain travel records and expense documentation
Administrative Support
- Handle general administrative tasks such as documentation, filing, and correspondence
- Coordinate meetings, schedules, and office activities
- Assist HR/Admin teams with onboarding logistics and workspace setup
Qualifications & Skills
- Bachelor's degree in any discipline
- 2–5 years of experience in administrative roles (with vendor, travel, or facilities exposure)
- Strong negotiation and vendor management skills
- Good organizational and multitasking abilities
- Proficiency in MS Office / Google Workspace
- Strong communication and problem-solving skills
Preferred Skills
- Experience with travel booking tools and facility management systems
- Knowledge of basic finance processes (POs, invoicing)
- Ability to handle multiple stakeholders and priorities
Key Attributes
- Detail-oriented and proactive
- Reliable and responsive
- Ability to work independently and under pressure
