Administration Specialist
- Arcesium
- 3 - 8 years
- Bengaluru
- 3 days ago
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Job Description
Role & responsibilities
1. Facilities & Office Management
- Conduct regular walk-arounds and facility inspections to ensure the office environment meets Arcesium s standards.
- Manage seating allocation, space optimization, and infrastructure readiness for day-to-day office operations. Oversee building access control, visitor management, and RFID/parking systems.
- Conducting daily stand-ups and weekly operational reviews.
2. Vendor Management & Procurement
Process and approve vendor invoices and coordinate with the finance team for timely payment.
Manage vendor performance and attendance tracking for soft service staff.
Manage monthly accruals and corporate card expense reporting, ensuring accurate categorization across departments and expense types.
Track administrative budgets and flag variances to the Senior Manager, Corporate Administration.
3. Event Execution & Employee Engagement
Execute corporate events, team celebrations, and employee engagement initiatives.
Evaluate and shortlist venues through site visits (recce), manage logistics, and coordinate with vendors for F&B, space & service requirements.
Organize employee wellness and engagement activities in collaboration with engagement teams.
4. Cafeteria & Food Services Management.
Oversee day-to-day cafeteria operations in partnership with the contracted catering vendor, serving as the primary Arcesium point of contact for BLR operations.
Monitor daily employee feedback submissions, triage complaints or quality concerns, and drive resolution with the vendor.
Chair periodic operational connect calls with caterers site management team to review menu, staffing, and SLA compliance.
Curate & oversee menus offered by caterer.
Plan for special food programs for driving engagement across the office.
5. Business Travel & Transport Coordination
Manage employee business travel and new hire bookings, ensuring compliance with empaneled hotel and transport policies.
Lead end-to-end hotel empanelment, rate negotiations, and contracting with hospitality partners.
Ensure contracts are renewed within the prescribed timelines.
Monitor the hotel feedback and drive resolutions with hotel partners.
6. Administrative Operations & Stakeholder Coordination
Handle & coordinate for front desk operations.
Coordinate on-site logistics for important visits.
Track soft service and cafeteria inventory items. Budget for capex as per site requirement.
Prepare MoM reports and maintain structured trackers.
Support internal and statutory audits
Preferred candidate profile
- Bachelors degree in business administration, Hospitality Management, or a related field.
- 56 years of progressive experience in corporate administration or facilities management, preferably in a financial services or technology firm.
- Demonstrated experience managing vendor relationships, processing invoices, and supporting audit documentation.
- Hands-on experience planning and executing corporate events of varying scale.
- Proficiency with Microsoft Office Suite (Outlook, Excel, Word, PowerPoint) and workplace ticketing systems.
Job Classification
Industry: Investment Banking / Venture Capital / Private EquityFunctional Area / Department: Administration & FacilitiesRole Category: AdministrationRole: Administration - OtherEmployement Type: Full timeContact Details:
Company: ArcesiumLocation(s): Bengaluru
Keyskills: Administration Food And Beverage Event Management Travel Booking
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