Administrative Specialist – Office & Vendor Management

About the role

Mindray is seeking an Administrative Specialist to oversee the day‑to‑day operations of its Gurgaon office and branch locations in Mumbai, Kolkata and Chennai. The role ensures smooth facility management, vendor coordination and internal support for staff across all sites.

Key responsibilities

• Manage facility operations, including repair, maintenance and 5S implementation for the Gurgaon office and branch offices.
• Order pantry, housekeeping supplies and maintain inventory levels.
• Coordinate vendor relationships and ensure network connectivity across locations.
• Oversee invoice processing, billing, and follow‑up on outstanding payments.
• Handle expense reporting, reconciliation and assist in budget preparation.
• Support new‑joiner onboarding: seat allocation, travel arrangements and accommodation bookings.
• Maintain housekeeping staff records, attendance and performance data.
• Assist with training and meeting logistics at all sites.
• Serve as primary internal point of contact for staff inquiries and issue resolution.
• Monitor office supplies, fixed‑asset tagging and inventory expiry.
• Ensure operational compliance with company policies.

Required profile

• 5–8 years of experience in administrative support, facility or office management.
• Proven ability to manage multiple office locations and coordinate with vendors.
• Strong organizational skills with attention to detail in invoice and expense handling.
• Experience supporting onboarding processes and coordinating travel logistics.
• Good communication skills to serve internal customers and resolve queries.

Required skills

• Facility management
• Vendor management
• Invoice processing
• Expense reporting
• Budget assistance
• Inventory control