HSO India | Administration and Vendor Manager | Contract

Job Title: Administration & Operations Specialist

Experience: 5–7 Years
Location: Bangalore
Work Mode: Hybrid
Joining: Immediate Joiners Preferred

Job Summary

We are looking for an experienced Administration & Operations Specialist to manage day-to-day administrative activities, vendor coordination, travel management, procurement, invoicing, contracts, and event coordination. The ideal candidate should have strong organizational and communication skills, excellent stakeholder management capabilities, and the ability to handle multiple operational activities efficiently.

Key Responsibilities

Administration & Office Management

• Manage day-to-day administrative and operational activities.
• Coordinate with internal teams and external stakeholders to ensure smooth office operations.
• Maintain administrative records, documentation, and reports.
• Coordinate approvals and follow up with relevant stakeholders for timely closure.

Vendor Management

• Manage relationships with vendors and service providers.
• Coordinate vendor onboarding, documentation, service requirements, and payments.
• Monitor vendor performance and ensure timely delivery of services.
• Support vendor negotiations and resolve operational issues.

Travel & Visa Management

• Manage domestic and international travel bookings, including flights, hotels, and transportation.
• Coordinate travel arrangements based on business requirements and company policies.
• Support visa processing and documentation for business travel.
• Coordinate with travel agencies, hotels, and other travel service providers.
• Maintain travel records and ensure timely completion of travel-related approvals.

Procurement & Contract Management

• Coordinate procurement activities for office and business requirements.
• Prepare and maintain purchase-related documentation.
• Coordinate with vendors and internal stakeholders for quotations, purchase orders, and approvals.
• Support contract preparation, documentation, renewals, and amendments.
• Ensure contracts and procurement activities comply with company policies and processes.

Invoicing & Financial Coordination

• Coordinate vendor invoices and ensure accurate submission and processing.
• Verify invoices against agreed commercial terms, purchase orders, and services delivered.
• Follow up with Finance and relevant stakeholders for timely invoice processing and payments.
• Maintain proper records of invoices, approvals, and supporting documents.

Event Management & Coordination

• Plan and coordinate internal and external events, meetings, workshops, and corporate activities.
• Coordinate with vendors for venue, catering, transportation, accommodation, and other event requirements.
• Manage event logistics and ensure smooth execution.
• Support budgeting, vendor coordination, and post-event activities.

Timesheet & Approval Management

• Coordinate and monitor employee/vendor timesheet submissions.
• Follow up with stakeholders for timely timesheet approvals.
• Maintain accurate records and reports related to timesheets and approvals.
• Ensure all required administrative and operational approvals are completed within timelines.

Required Skills

• 5–7 years of experience in Administration, Operations, Facilities, Travel, Vendor Management, or similar roles.
• Strong experience in vendor and stakeholder management.
• Hands-on experience in travel booking and travel management.
• Knowledge of visa coordination and documentation.
• Experience in procurement and contract coordination.
• Good understanding of invoicing and payment processes.
• Experience in event planning and coordination.
• Strong organizational and multitasking abilities.
• Excellent verbal and written communication skills.
• Strong follow-up and coordination skills.
• Good working knowledge of MS Office, particularly Excel and PowerPoint.
• Ability to work independently and manage multiple priorities.

Preferred Candidate Profile

• Candidates who can join immediately or within a short notice period are preferred.
• Prior experience supporting corporate offices, IT/ITES organizations, or global teams will be an advantage.
• Should be comfortable working in a hybrid work environment in Bangalore.
• Strong attention to detail, ownership, and problem-solving skills are essential.