Senior Administrative Specialist

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

• Bachelors 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