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 key 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 (India)
🏢 HELP YOUR HEROES
📍 India