Assistant Manager- Admin & hospitality

About Amber:

Long-term accommodation booking platform for students (think booking.com for student housing). Amber helps 80M+ students worldwide, find and book full-time accommodations near their universities, without the hassle of negotiation, non-standardized and cumbersome paperwork, and broken payment process. We are the largest and fastest-growing student housing platform globally, with 1M+ units listed in 6 countries and across 100+ cities. We are growing rapidly and targeting $2B in annual gross bookings.

If you are passionate about making international mobility and living seamless and accessible, then - Join us in building the future of student Housing!

What Youll Do

Youll be the **primary owner of Travel Desk, Hospitality, and Workplace Administration**, ensuring seamless travel experiences, exceptional guest handling, and smooth day-to-day office operations. This is a high-ownership, hands-on role in a fast-paced startup environment where attention to detail and proactive coordination matter.

Key Responsibilities

Travel and Hospitality Desk (Primary Focus)

Own end-to-end travel management for employees and leadershipflights, hotels, ground transport, visas (if applicable), and detailed itineraries.

Manage travel bookings, modifications, cancellations, and reimbursements**, ensuring accuracy and cost efficiency.

Coordinate with travel vendors and agencies, negotiate rates, and ensure adherence to company travel policies.

Act as the single point of contact for all travel-related queries and escalations.

Plan and manage hospitality for visiting partners, clients, candidates, and leadership.

Ensure meeting rooms, welcome arrangements, food & beverages, and office logistics are prepared in advance.

Deliver a warm, professional, and seamless guest experience at all times.

Office & Workplace Management

Manage day-to-day office operations including supplies, inventory, vendors, and workspace readiness.

Ensure meeting rooms, workstations, and common areas are functional and presentable.

Maintain physical and digital administrative records and documentation.

Support HR, Finance, and leadership with administrative coordination.

Oversee cleanliness, maintenance, and smooth functioning of the office premises.

Coordinate with workplace vendor for housekeeping, security, utilities, repairs, pest control, etc.

Vendor Management and External Coordination

Source and manage vendors for office supplies, travel, hospitality, and services.

Track invoices, budgets, and ensure timely payments.

Follow up to ensure services are delivered on time and to expected standards.

Handle coordination with banks, notaries, and government offices.

Manage KYC, account-related documentation, notarization, and registrations.

Coordinate couriers and external service providers as required.

Employee Engagement & Office Events

Support HR in planning and executing employee engagement initiatives.

Coordinate logistics for office events, celebrations, leadership visits, and team activities.

Contribute to creating a welcoming, well-run, and engaging workplace experience.

Reporting & Governance

Maintain reports and logs related to travel, hospitality, admin, and facility operations.

Support audits with accurate documentation and timely follow-ups.

What Were Looking For

23 years of experience in hospitality is a must

Proven experience handling corporate travel and guest management.

Comfortable coordinating with external stakeholders (travel vendors, banks, government offices).

Strong ownership mindsetproactive, reliable, and execution-driven.

Excellent coordination and communication skills.

Highly organized, detail-oriented, and able to multitask in a fast-moving environment.

Proficient in MS Office and everyday workplace tech tools.

Willing to travel locally within Pune when required