Administration & Operations Specialist at Supply Wisdom in Bengaluru, Karnataka

Job description

• Supply Wisdom is establishing a dedicated administration and operations capability for the India entity. The Administration & Operations Specialist will act as the on-ground execution point for workplace operations, business administration and employee support activities.
• The role sits across Administration, Finance and HR, and works closely with each of these functions as well as IT and external vendors to keep day-to-day operations running smoothly and to deliver a consistent workplace experience for employees.

Responsibilities

• Business Operations
• Manage travel bookings and associated logistics for employees and visitors.
• Process vendor invoices and coordinate payments with Finance through to closure.
• Track workplace and administration expenses against budget and flag variances.
• People Operations Support
• Coordinate new joiner onboarding logistics, workstation readiness and welcome kits.
• Administer employee insurance, including enrolment, additions, deletions, letter drafting and query resolution.
• Provide support for internal and external audits, including compiling and maintaining documentation.
• Support Work From Office initiatives and workplace readiness activities.
• Coordinate between HR, Finance, IT and other support functions on shared requirements.
• Workplace Operations
• Manage office administration and daily operations of the India office.
• Manage facilities upkeep and maintenance, including preventive maintenance schedules and issue resolution.
• Manage vendor onboarding, including documentation, empanelment, and coordination with internal stakeholders.
• Support office expansion, relocation and workspace setup activities.
• Employee Experience
• Plan and execute office events and celebrations, including vendor coordination and on-day management.
• Manage employee gifting and swag, including sourcing, inventory and distribution.
• Manage merchandise procurement and distribution across locations.

Requirements

• Essential
• Graduate in any discipline.
• Minimum 2 years of experience in office administration, facilities management or business support, preferably within a corporate or shared services environment.
• Working knowledge of vendor coordination, invoice processing and expense tracking.
• Proficiency in MS Excel, Outlook and Microsoft Teams.
• Strong coordination and follow-through, with the ability to manage multiple requests independently and with minimal supervision.
• Willingness to be on-site and hands-on with ground-level operational work, including occasional travel within the city.
• Exposure to HR operations or finance support processes.
• Experience working with HRMS, procurement or ticketing systems.
• Experience supporting an office setup or relocation.

Skills

Required

• MS Excel
• Outlook
• Microsoft Teams
• Vendor coordination
• Invoice processing
• Expense tracking
• Coordination and follow-through
• On-site and hands-on operational work

Preferred

• HR operations
• Finance support processes
• HRMS
• Procurement systems
• Ticketing systems
• Office setup or relocation support