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 improvementRequirements What We're Looking For5 to 7 years in administration, preferably in an IT product or tech services companyStrong command over vendor negotiations, facility management, and procurement processesProficient in MS Office (mandatory) , Google Workspace (preferable)Excellent communication, stakeholder management, and problem-solving skillsGraduate in any discipline; MBA or PG Diploma in Management preferredAbility to multitask, prioritize independently, and operate with minimal supervisionHigh attention to detail and a proactive, ownership-driven mindsetBenefitsDaily Free Meals - onsiteWorker's insurancePaid Time OffsOther employee benefits to be discussed by our Talent Acquisition team in India.Helpshift embraces diversity. We are proud to be an equal opportunity workplace and do not discriminate on the basis of sex, race, color, age, sexual orientation, gender identity, religion, national origin, citizenship, marital status, veteran status, or disability status.Privacy NoticeBy providing your information in this application, you understand that we will collect and process your information in accordance with our Applicant Privacy Notice. For more information, please see our Applicant Privacy Notice at https://www.keywordsstudios.com/en/applicant-privacy-notice.Role Information: ENStudio: HelpshiftLocation: Asia Pacific, India, PuneArea of Work: Player EngagementService: EngageEmployment Type: Full Time, PermanentWorking Pattern: In Office
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
1. 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 safe, functional, and productive work environment at all times
- Assist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to ensure employee safety and regulatory compliance
2. 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
3. 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
4. Employee Experience & Onboarding Support
- Coordinate new 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
5. 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 travel bookings
- Maintain travel records and assist employees with reimbursement documentation
6. Compliance & Records Management
- Maintain statutory registrations, company licenses, and all official documentation
- Ensure timely renewals and liaise with legal, finance, and government bodies as needed
- Implement document management systems and maintain audit-ready records
7. Admin Budgeting & Cost Control
- Prepare and track the annual admin budget across facilities, travel, and procurement
- Analyse spend patterns, identify cost-saving opportunities, and report monthly to the operations head
- Benchmark admin costs against industry standards and drive continuous improvement
Requirements
What We're Looking For
- 5 to 7 years in administration, preferably in an IT product or tech services company
- Strong command over vendor negotiations, facility management, and procurement processes
- Proficient in MS Office (mandatory) , Google Workspace (preferable)
- Excellent communication, stakeholder management, and problem-solving skills
- Graduate in any discipline; MBA or PG Diploma in Management preferred
- Ability to multitask, prioritize independently, and operate with minimal supervision
- High attention to detail and a proactive, ownership-driven mindset
Benefits
- Daily Free Meals - onsite
- Worker's insurance
- Paid Time Offs
- Other employee benefits to be discussed by our Talent Acquisition team in India.
Helpshift embraces diversity. We are proud to be an equal opportunity workplace and do not discriminate on the basis of sex, race, color, age, sexual orientation, gender identity, religion, national origin, citizenship, marital status, veteran status, or disability status.
Privacy Notice
By providing your information in this application, you understand that we will collect and process your information in accordance with our Applicant Privacy Notice. For more information, please see our Applicant Privacy Notice at https://www.keywordsstudios.com/en/applicant-privacy-notice.
Role Information: EN
Studio: Helpshift
Location: Asia Pacific, India, Pune
Area of Work: Player Engagement
Service: Engage
Employment Type: Full Time, Permanent
Working Pattern: In Office
COMPANY PROFILEKeywords is a growth company, trusted and relied upon by the world’s leading video game and entertainment companies to work alongside them during the full game development cycle to bring immersive content to life for the joy of billions of people across the world.We are a critical enabler of a large, dynamic industry, and are building out our proprietary technology platform to augment our future growth.WHY WORK AT KEYWORDS STUDIOS?People who work at Keywords are passionate, talented, committed and resourceful. As a business we thrive on diversity, celebrate uniqueness and work as teams whether we are physically together in one of our 70 global studios or working together virtually.We empower people to perform to the best of their ability with our “can do” attitude. We appreciate and embrace flexibility. We learn at every opportunity to grow ourselves through experience, training and tackling new challenges.This is what makes us Keywordians.https://www.keywordsstudios.com/
COMPANY PROFILE
Keywords is a growth company, trusted and relied upon by the world’s leading video game and entertainment companies to work alongside them during the full game development cycle to bring immersive content to life for the joy of billions of people across the world.
We are a critical enabler of a large, dynamic industry, and are building out our proprietary technology platform to augment our future growth.
WHY WORK AT KEYWORDS STUDIOS?
People who work at Keywords are passionate, talented, committed and resourceful. As a business we thrive on diversity, celebrate uniqueness and work as teams whether we are physically together in one of our 70 global studios or working together virtually.
We empower people to perform to the best of their ability with our “can do” attitude. We appreciate and embrace flexibility. We learn at every opportunity to grow ourselves through experience, training and tackling new challenges.
This is what makes us Keywordians.
https://www.keywordsstudios.com/
