Senior Specialist - Administration

Responsibilities

• Soft Services & Workplace Management
• Manage end-to-end soft services operations , including: Housekeeping Cafeteria & pantry management Front office services Office hygiene and upkeep
• Ensure high standards of workplace experience and employee satisfaction .
• Drive continuous improvements in service quality and efficiency .
• Vendor Management, Agreements & Cost Optimization
• Manage vendor lifecycle including: Vendor selection, onboarding, and performance tracking Agreement drafting, review, and execution
• Monitor vendor SLAs/KPIs and conduct periodic performance reviews.
• Drive cost-saving initiatives through: Contract renegotiations Consumption optimization Process improvements
• Work closely with Procurement for RFP/RFQ processes .
• Events & Employee Engagement
• Plan and execute: Townhalls Leadership and client visits Employee engagement & cultural events Conferences and internal meetings
• Ensure smooth execution, budget adherence, and high-quality experience.
• Bring innovative ideas to enhance employee engagement and culture .
• Data Analytics, MIS & Reporting
• Develop and manage MIS dashboards using advanced Excel .
• Analyze trends related to: Cost optimization Vendor performance Consumption analysis Space and service utilization
• Prepare daily, weekly, and monthly reports for leadership.
• Drive data-based decision-making and automate reporting processes.
• Financial & Petty Cash Management
• Manage and monitor petty cash operations with proper documentation and controls.
• Track admin expenses and ensure cost adherence to budgets.
• Maintain transparency and compliance in all financial transactions.
• Process, Compliance & Documentation
• Develop and implement Standard Operating Procedures (SOPs) .
• Ensure compliance with: Company policies Audit requirements Statutory regulations
• Maintain all admin documentation including: Agreements Vendor records Audit and compliance reports
• Employee Support & Helpdesk
• Act as a single point of contact for employee admin-related queries.
• Manage and improve helpdesk operations with SLA adherence.
• Ensure timely resolution and high service satisfaction.
• Stakeholder Management
• Collaborate with: HR, Finance, Procurement teams Site leadership External service partners
• Provide administrative and reporting support to leadership.
• Education & Experience
• Graduate (Mandatory)
• MBA or BHM (Bachelor in Hotel Management) - Preferred
• 8-12 years of experience in Administration / Soft Services / Workplace Management , preferably in IT/ITES or corporate environment
• Key Skills & Competencies
• Advanced proficiency in MS Excel (Pivot, Dashboards, Data Analysis)
• Strong vendor management and agreement handling skills
• Expertise in cost control and savings initiatives
• Event management and workplace experience expertise
• Knowledge of compliance and audit processes
• Strong organizational and multitasking abilities
• Personal Attributes
• Highly proactive and smart worker
• Strong communication skills (written & verbal) with ability to engage stakeholders effectively
• Smart, confident, and professional communication style
• Strong analytical and problem-solving mindset
• Detail-oriented with high ownership and accountability
• Ability to manage multiple priorities in a dynamic environment
• Working in an evolving healthcare setting, we use our shared expertise to deliver innovative solutions. Our fast-growing team has opportunities to learn and grow through rewarding interactions, collaboration and the freedom to explore professional interests.
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