Admin and Operations Coordinator

TIST Media is looking for an Admin and Operations Coordinator who will own the operational backbone of the agency making sure the workspace, the team, the founders, and our client-facing moments all run without friction. This is not a back-office admin role. You will be the person everyone at TIST relies on to make things happen - from a last-minute shoot requirement, to a creator's welcome hamper, to the founder's travel booking, to the Diwali gifts for our clients. If you like being at the centre of how things work and take pride in zero things falling through the cracks, read on.

Responsibilities

Office and facility

• End-to-end operations at the workspace — housekeeping, pantry, stationery, supplies, fire safety, fire-aid, compliance restocking, AMC management for AC, printer, coffee machine, water purifier, and other workspace equipment
• Utility tracking - internet, electricity, phone bills, renewals
• Keeping the workspace visit-ready at all times, especially when brand partners or clients walk in

Vendor and logistics management

• Build and maintain a reliable vendor ecosystem — couriers, cabs, caterers, florists, printers, stationery, hamper makers, gift suppliers
• Negotiate rates, push back on late deliveries, and hold vendors to quality standards
• Onboard new vendors with PAN, GST, and bank details properly collected
• Track monthly vendor payment cycles and coordinate with the accounts team

Founder and leadership support

• Manage travel bookings — flights, hotels, cabs, airport transfers (domestic and international)
• Coordinate calendars with external parties, restaurant reservations for client dinners, meeting logistics
• Handle personal errands that bleed into work life — dry cleaning before a shoot, pickups, runs across Bandra
• Keep the founders' schedules running smoothly when they're travelling or at the workspace

Client, creator and talent logistics

• Curate and dispatch through courier creator hampers, welcome kits, PR packages, product samples, any other deliveries and gifting
• Plan and execute client gifting for Diwali, birthdays, others
• Ensure the brand aesthetic is reflected in every physical touchpoint that leaves TIST

Shoot and event operations

• On-set logistics — catering, runner coordination, etc
• Last-minute procurement — props, materials, urgent stationery for client pitches
• Vendor negotiation for shoot locations, equipment pickup and drop

Team culture and celebrations

• Team birthdays, work anniversaries, farewell plans
• Festival decor and celebrations coordination — Diwali, Holi, Christmas, New Year
• Weekly and monthly team lunches, and offsite coordination when it happens
• New joiner welcome kits and farewell logistics

Documentation and records

• Maintain clean records of invoices, vendor contracts, AMCs, and office documentation
• File management both physical and digital
• Monthly ops reports on spend, vendor performance, and pending items

Requirements

• Responsiveness - WhatsApp will be your primary tool. If you take 30+ minutes to respond during work hours, this role is not for you.
• Mumbai street-smarts - You know the Bandra vendor ecosystem, can negotiate with a florist in Khar, and know which printer in Lower Parel does rush jobs.
• Discretion is key. All confidential data remains with you.
• Comfortable pushing back on a late caterer, refusing a bad invoice, or renegotiating a rate - without burning the relationship.
• Google Workspace, WhatsApp Business, basic Excel.
• We are a beauty and fashion agency. The dessert you order for a client celebration and the hamper you pack for a creator both need to feel on-brand.
• You notice the things no one else notices - a missing invoice, a tear in the sofa, a spelling mistake on a printed card.
• Comfort with occasional late hours during shoot weeks and big campaign deliveries.

Nice to have

• 2–3 years of prior experience in ops or admin at an agency, production house, or startup (corporate admin backgrounds tend to move too slowly for us)
• Experience managing operations for a team of 80+
• English, Hindi and ideally Marathi for vendor negotiation
• Comfort with personal errands and founder-facing support work
• Two-wheeler or comfort moving around Mumbai on public transit for errands

Salary : Starts at inr 35k - 45k / month.