VENDOR MANAGEMENT
•Source and onboard vendors for meals, snacks, beverages, merch, transport, office supplies, etc
•Compare at least three quotes, check licensing and references, and run tastings before we sign anyone
•Negotiate pricing, minimum orders, payment terms, and service levels, and get them in writing
•Be the single point of contact for every vendor: resolve missed deliveries and quality issues quickly, and keep backup options ready for critical services
•Review each vendor monthly on quality, reliability, and cost, and renegotiate or replace the ones that slip
•Own the snack, meal, and supply budget: track spend weekly, flag overruns early, and bring a recommendation for fixing them
FOOD PROGRAM
•Plan weekly lunch and dinner menus that work for the whole team, including specific dietary needs (we just have vegetarian, non vegetarian, lactose intolerant now but this list might grow)
•Confirm headcounts, coordinate orders, and make sure food arrives on time and is set up well
•Keep the pantry stocked and rotate snacks based on what gets eaten and what gets left behind
PILOTS AND FEEDBACK
•Test new ideas as short pilots before committing budget, whether that’s a new caterer, a snack subscription, or a weekly team ritual
•Define success before each pilot starts (participation, cost per person, satisfaction score), run it for two to four weeks, then decide whether to scale it, change it, or stop it
•Collect feedback continuously through pulse surveys, Slack polls, and conversations over lunch
•Share a short monthly update on what you heard, what you changed, and what you’re testing next
•Keep a simple log of every experiment and its results, so anyone can see what was tried and why it was kept or dropped
ONBOARDING AND CULTURE
•Own the in-office side of onboarding: desk and equipment ready before day one, an office tour, an introduction to the neighborhood, and a check-in at the end of week one
•Set the tone for every new hire and visitor: how you welcome people shapes how they see Handshake
•Plan and run low-cost, high-impact monthly team bonding activities, plus small weekly rituals that bring people together
•Build traditions for the Bangalore team, from festival celebrations to marking launches, milestones, and new joiners
OFFICE OPERATIONS
•Keep the office clean, organized, and well-stocked: manage stationery and supply inventory, set reorder levels, and work with housekeeping and building management to resolve issues fast
•Generate guest passes, greet visitors on arrival, and share helpful information about the office and surrounding area
•Be the go-to person for office requests, from a broken chair to a last-minute meeting setup
•Optional but a big plus: book flights and accommodation for employees traveling between the India and US offices
WHAT SUCCESS LOOKS LIKE
•First 30 days: audit current vendors, spend, and supplies, get to know the team, and ship quick fixes from the first round of feedback
•By 60 days: run at least one vendor pilot and one culture pilot end to end, and share the results
•By 90 days: a stable vendor roster with agreed rates and service levels, a meal program that runs without daily escalations, and a monthly feedback cycle the team trusts
DESIRED CAPABILITIES
•Prior experience in office operations, workplace experience, administration, hospitality, or a similar role
•Hands-on vendor management: you’ve sourced vendors, negotiated rates and terms, and held them to agreed service levels
•Comfortable with numbers: you can build a budget tracker in Google Sheets, compare quotes side by side, and explain where the money goes
•An experimenter’s mindset: you test small, ask for feedback, and change course based on what you learn
•Strong organizational skills with excellent attention to detail
•A warm, confident communicator who can welcome a visitor and hold firm in a vendor negotiation on the same day
•Ownership: you notice what needs fixing and fix it without being asked
•Comfortable working in a fast-paced, in-person environment and managing multiple priorities at once
EXTRA CREDIT
•Experience supporting employee travel bookings
•Event planning or team engagement experience, especially on a tight budget
•Previous experience in a startup or fast-growing environment
•Experience setting up an office or food program from scratch
•Kannada or Hindi, for working with local vendors
