Senior Coordinator Administration

• Drive efficient procurement of office supplies and corporate gifting, ensuring cost-effectiveness and quality. 
• Manage end-to-end vendor invoice processing, ensuring timely submissions, accurate tracking, and prompt payments. 
• Oversee employee expense reimbursements, ensuring timely submission, verification, and processing of monthly claims. 
• Maintain accurate records including invoice trackers, inventory logs, and QEM data, ensuring timely updates and reporting. 
• Coordinate office operations, including maintenance, stationery management, and Sodexo processing, to ensure seamless day-to-day functioning. 
• Organize and support corporate events, meetings, and training programs, managing logistics and vendor coordination effectively. 
• Ensure compliance with statutory requirements (Shops & Establishment, Labour laws), maintaining proper documentation and avoiding any compliance gaps. 
• Manage purchase orders, office records, and vendor coordination for relocations and other administrative logistics. 
• Support employee travel by managing approvals, bookings (flights, hotels, trains, road), and visa processing, with a focus on cost optimization and employee convenience. 
• Continuously explore and onboard new vendors for office supplies, travel, and gifting solutions to enhance service quality and efficiency. 
• Supervise office support staff (housekeeping, security, office assistants), ensuring alignment with company policies and performance expectations. 
• Research and finalize venues for events and training sessions, including negotiations and end-to-end logistical coordination. 

Mandatory: Request you to please provide answers to the questions below as part of the shortlisting process (kindly attach your responses along with your resume)

• For international, Domestic air ticketing & hotel bookings are you familiar with the vendor invoice SGST/CGST / IGST concept.
• Do you use V-lookup, Pivot & other advance excel technics and latest tools such as CHATGPT, MS Co-Pilot, Claude AI etc. in your current work profile.

• Bachelor’s degree in Administration, Commerce, or a related field. 
• 4 to 6 years of relevant experience in administration, facilities, or travel coordination roles. 
• Strong vendor management and negotiation skills. 

• Good understanding of invoice processing, expense management, and basic cost controls. 

• Hands-on experience in travel coordination (ticketing, hotel bookings, visa processing). 

• Proficiency in MS Office tools (Excel, Word, PowerPoint). 

• Strong organizational and multitasking abilities. 

• Effective communication and coordination skills. 

• Attention to Detail: Ensures accuracy in invoices, records, and travel bookings. 
• Service Orientation: Focuses on enhancing employee experience and responsiveness. 
• Planning & Execution: Manages multiple tasks efficiently with timely delivery. 
• Cost Consciousness: Drives cost-effective solutions without compromising quality. 
• Problem Solving: Proactively addresses issues and ensures smooth operations. 
• Stakeholder Management: Builds strong relationships with internal teams and external vendors.