Job Description
WE'RE HIRING | Administration & Operations Executive
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Pune, Maharashtra | Hybrid
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Full-Time | 1–3 Years Experience
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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.
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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.
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What You'll Be Responsible For
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Office Administration & Coordination
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- Manage day-to-day Pune office operations, facilities, supplies and access
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- Coordinate meetings, calendars, agendas, notes and action-item follow-ups
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- Provide administrative support to the Operations Manager and leadership
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Vendor Management & Procurement
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- Identify and coordinate with vendors and service providers
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- Obtain quotations, track purchases and verify invoices
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- Maintain vendor, contract and renewal records
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Travel & Logistics
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- Coordinate domestic travel, accommodation and local transport
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- Prepare itineraries and ensure approvals before bookings
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- Support logistics for outreach camps, welfare events, donor visits and offsites
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Records & Documentation
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- Maintain organisational records and document management through SharePoint
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- Ensure agreements, policies and important correspondence are properly filed
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- Maintain asset registers, trackers and operational reports
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- Handle confidential personnel, donor and financial information with discretion
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HR Operations
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- Coordinate recruitment and interview scheduling
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- Prepare offer letters, employment/consultancy agreements and internship documentation from approved templates
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- Support onboarding, documentation, system access and equipment allocation
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- Maintain employee, intern, attendance and leave records
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- Coordinate exit formalities, asset recovery and access closure
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- Support internship and volunteer certificate processes
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Cross-Functional Support
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- Coordinate with Finance on invoices and payment documentation
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- Support Programmes and Fundraising teams with administrative requirements
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- Liaise with external consultants, advisors and service providers
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- Identify recurring administrative gaps and suggest practical process improvements
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What We're Looking For
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Essential:
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Bachelor's degree in Commerce, Business Administration, Human Resources or a related field
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1–3 years of experience in administration, office management, HR operations or a similar coordination role
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Strong written and spoken English
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Good working knowledge of MS Word, Excel, Outlook, Teams and SharePoint or equivalent tools
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Robust organisational and follow-up skills
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Ability to manage multiple tasks and deadlines independently
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High level of accuracy, discretion and attention to detail
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Based in Pune or willing to relocate
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Preferred:
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- Experience in a not-for-profit, Section 8 company, trust or society
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- Exposure to HR documentation and e-signature platforms
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- Familiarity with vendor management, procurement or basic bookkeeping
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- Working knowledge of Marathi or Hindi in addition to English
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- Interest in the armed forces community and veteran welfare
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What You'll Gain
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Ownership of the administrative and HR backbone of a growing organisation
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Direct exposure to leadership, governance and organisational decision-making
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Opportunity to build systems and processes from the ground up
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Meaningful work supporting serving and retired personnel of the Indian Armed Forces and their families
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Role Details
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Position: Administration & Operations Executive
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Organisation: Hearts for Heroes Foundation
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Brand: Help Your Heroes
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Location: Pune, Maharashtra
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Work Mode: Hybrid, with regular office presence
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Employment Type: Full-Time
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Experience: 1–3 Years
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Reports To: Manager, Operations
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Compensation: Commensurate with experience
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How to Apply
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Interested candidates can send their current CV along with a short covering note explaining their interest in the role to:
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[
[email protected]]
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Subject: Application: Administration and Operations Executive
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Applications will be reviewed on a rolling basis. Only shortlisted candidates will be contacted.
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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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Know someone who could be a great fit? Tag them or share this opportunity!
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📌 Admin and operations Executive (Pune)
🏢 HELP YOUR HEROES
📍 Pune