Job DescriptionWE'RE HIRING | Administration & Operations Executive
nPune, Maharashtra | Hybrid
nFull-Time | 1–3 Years Experience
nHelp 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.
nThis 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.
nWhat You'll Be Responsible For
nOffice Administration & Coordination
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- Manage day-to-day Pune office operations, facilities, supplies and accessn
- Coordinate meetings, calendars, agendas, notes and action-item follow-upsn
- Provide administrative support to the Operations Manager and leadershipn

nVendor Management & Procurement
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- Identify and coordinate with vendors and service providersn
- Obtain quotations, track purchases and verify invoicesn
- Maintain vendor, contract and renewal recordsn

nTravel & Logistics
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- Coordinate domestic travel, accommodation and local transportn
- Prepare itineraries and ensure approvals before bookingsn
- Support logistics for outreach camps, welfare events, donor visits and offsitesn

nRecords & Documentation
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- Maintain organisational records and document management through SharePointn
- Ensure agreements, policies and significant correspondence are properly filedn
- Maintain asset registers, trackers and operational reportsn
- Handle confidential personnel, donor and financial information with discretionn

nHR Operations
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- Coordinate recruitment and interview schedulingn
- Prepare offer letters, employment/consultancy agreements and internship documentation from approved templatesn
- Support onboarding, documentation, system access and equipment allocationn
- Maintain employee, intern, attendance and leave recordsn
- Coordinate exit formalities

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