? 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 ForOffice 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 significant 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

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