Keywords Studios

Global game development and testing services

Senior Admin Specialist

Executive Support +1Confirmed live in the last 24 hours

Full-timePune, Maharashtra, IndiaNo salary listed

About the Job

Requirements

Five to seven years of experience in administration, preferably in an IT product or technology services company.
Strong command of vendor negotiations, facility management, and procurement processes.
Proficiency in Microsoft Office is mandatory; Google Workspace is preferable.
A graduate degree in any discipline is required.
Ability to multitask, prioritize independently, and operate with minimal supervision.
High attention to detail and a proactive, ownership-driven mindset.
An MBA or postgraduate diploma in management is preferred.

Responsibilities

Oversee end-to-end office operations, including vendor coordination, annual maintenance contracts, housekeeping, and security.
Manage facility upkeep, space planning, and infrastructure maintenance across the Pune premises.
Ensure a safe, functional, and productive work environment.
Assist in planning and executing fire drills, emergency evacuation procedures, and crisis response protocols to support employee safety and regulatory compliance.
Manage senior leadership calendars, travel itineraries, and board meeting logistics.
Handle confidential correspondence and documentation with discretion.
Coordinate executive visits, client meetings, and offsites end-to-end.
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.
Coordinate new-hire setup, including ID cards, seating, assets, system access, and administrative onboarding checklists.
Support employee engagement activities, town halls, and internal events.
Serve as the first point of contact for employee administrative queries and facility requests.
Plan and book domestic and international travel, including flights, hotels, visa processing, and local transport.
Ensure policy compliance and cost optimization across travel bookings.
Maintain travel records and assist employees with reimbursement documentation.
Maintain statutory registrations, company licenses, and official documentation.
Ensure timely renewals and liaise with legal, finance, and government bodies as needed.
Implement document management systems and maintain audit-ready records.
Prepare and track the annual administration budget across facilities, travel, and procurement.
Analyze spending patterns, identify cost-saving opportunities, and report monthly to the operations head.
Benchmark administration costs against industry standards and drive continuous improvement.
Handle the front desk and reception of the Pune office.

Desired Qualifications

Experience in administration in an IT product or technology services company.
Proficiency in Google Workspace.

Senior Admin Specialist - Pune

Keywords Studios · Pune, India · Full-time · Posted 2026-06-11

Workplace: on_site

Department: Helpshift - Engineering

Description

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

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About the Company

Keywords Studios

Global game development and testing services

Keywords Studios provides services for the global video games industry across the full lifecycle from concept to post-launch. Its offerings include game-ready art, marketing, game development, functional and localization testing, text and audio localization (including casting and audio post-production), community management, player support, and content moderation. It operates with over 13,000 professionals across 70+ studios in 25+ countries using an end-to-end platform powered by proprietary technology to coordinate work. Its goal is to help clients bring intellectual property to life by delivering digital content that entertains, connects, and educates, with differentiation coming from its global scale, breadth of services, and ability to tailor bespoke project solutions.

Company size: 10,001+
Company stage: IPO
Headquarters: Dublin, Ireland
Founded: 1998

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