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 SharePoint
- 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-Fun

📌 Admin and operations Executive (Mumbai)
🏢 HELP YOUR HEROES
📍 Mumbai