Administration Specialist

Role & responsibilities

Front Office & Reception Operations

• Manage reception and visitor management operations
• Define service standards, KPIs, and performance benchmarks for front-desk operations
• Ensure consistency and excellence in day-to-day visitor and guest experience

Hotel Onboarding, Travel & Vendor Management

• Lead hotel onboarding processes, including due diligence and service standard alignment
• Manage travel arrangements and hotel bookings pan-India, and outside India as the need arises
• Run RFP processes for vendor selection and manage the vendor evaluation lifecycle
• Negotiate contracts and manage service-level agreements (SLAs) with hotel and service vendors

Events (Small & Mid-Size Pubs & Hotels)

• Plan and execute small and mid-size events at pubs and hotels, end to end
• Plan event menus and coordinate F&B orders for events
• Ensure smooth event execution by managing all aspects logistics, vendor coordination, and on-ground delivery
• Manage end-to-end contracts and invoice processing for event vendors

Printing

• Manage printing requirements for office and event needs
• Track vendor performance and turnaround for printing services

Process, Compliance & Reporting

• Build, review, and enhance SOPs for reception, events, and vendor management
• Use data, audits, and feedback to drive continuous improvement
• Identify and drive automation opportunities using AI tools to streamline recurring processes
• Prepare recurring reports and insights on vendor performance, events, and invoice status for senior leadership

Preferred candidate profile

• Graduate degree in any discipline, preferably Hospitality/Hotel Management with specialization in Service Operations
• Excellent verbal and written communication with professional telephone etiquette
• Strong vendor management, negotiation, and RFP/contract administration skills
• Working knowledge of hotel onboarding, travel arrangements, and vendor evaluation processes
• High computer proficiency (MS Office, systems, reporting)
• Structured approach to invoice tracking, event planning, and scheduling
• Ability to leverage AI tools and drive work automation projects to improve process efficiency
• Team-oriented, proactive, and flexible under high-volume or peak-period demand