WE'RE HIRING | Administration & Operations Executive

Pune, Maharashtra | Hybrid

Full-Time | 1–3 Years Experience

Help Your Heroes, the public-facing brand of Hearts for Heroes Foundation, is looking for an organised, dependable and detail-oriented Administration & Operations Executive to join our growing team in Pune.

This is a hands-on role with real ownership. You'll work closely with the Operations function and leadership team to build and manage the systems that keep the organisation running smoothly.

What You'll Be Responsible For

Office Administration & Coordination

- Manage day-to-day Pune office operations, facilities, supplies and access
- Coordinate meetings, calendars, agendas, notes and action-item follow-ups
- Provide administrative support to the Operations Manager and leadership

Vendor Management & Procurement

- Identify and coordinate with vendors and service providers
- Obtain quotations, track purchases and verify invoices
- Maintain vendor, contract and renewal records

Travel & Logistics

- Coordinate domestic travel, accommodation and local transport
- Prepare itineraries and ensure approvals before bookings
- Support logistics for outreach camps, welfare events, donor visits and offsites

Records & Documentation

- Maintain organisational records and document management through Share Point
- Ensure agreements, policies and important correspondence are properly filed
- Maintain asset registers, trackers and operational reports
- Handle confidential personnel, donor and financial information with discretion

HR Operations

- Coordinate recruitment and interview scheduling
- Prepare offer letters, employment/consultancy agreements and internship documentation from approved templates
- Support onboarding,



documentation, system access and equipment allocation
- Maintain employee, intern, attendance and leave records
- Coordinate exit formalities, asset recovery and access closure
- Support internship and volunteer certificate processes

Cross-Functional Support

- Coordinate with Finance on invoices and payment documentation
- Support Programmes and Fundraising teams with administrative requirements
- Liaise with external consultants, advisors and service providers
- Identify recurring administrative gaps and suggest practical process improvements

What We're Looking For

Essential:

Bachelor's degree in Commerce, Business Administration, Human Resources or a related field

1–3 years of experience in administration, office management, HR operations or a similar coordination role

Strong written and spoken English

Good working knowledge of MS Word, Excel, Outlook, Teams and Share Point or equivalent tools

Solid organisational and follow-up skills

Ability to manage multiple tasks and deadlines independently

High level of accuracy, discretion and attention to detail

Based in Pune or willing to relocate

Preferred:

- Experience in a not-for-profit, Section 8 company, trust or society
- Exposure to HR documentation and e-signature platforms
- Familiarity with vendor management, procurement or basic bookkeeping




- Working knowledge of Marathi or Hindi in addition to English
- Interest in the armed forces community and veteran welfare

What You'll Gain

Ownership of the administrative and HR backbone of a growing organisation

Direct exposure to leadership, governance and organisational decision-making

Opportunity to build systems and processes from the ground up

Meaningful work supporting serving and retired personnel of the Indian Armed Forces and their families

Role Details

Position: Administration & Operations Executive
Organisation: Hearts for Heroes Foundation
Brand: Help Your Heroes
Location: Pune, Maharashtra
Work Mode: Hybrid, with regular office presence
Employment Type: Full-Time
Experience: 1–3 Years
Reports To: Manager, Operations

Compensation: Commensurate with experience

How to Apply

Interested candidates can send their current CV along with a short covering note explaining their interest in the role to:

[ [email protected] ]

Subject: Application: Administration and Operations Executive

Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.

Please note: Hearts for Heroes Foundation does not charge any fee at any stage of the recruitment process and does not authorise any agent, consultant or individual to collect money from candidates.

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