Office Admin and Operations Executive

Company – Healthpole (www.healthpole.com)

Location – Pune (On-site)

Type – Full-time

Timings – 9:00 AM – 6:30 PM

Salary – ₹10,000 – ₹15,000 per month

About the Role

We are looking for an Office Admin & Operations Executive to handle daily office coordination, HR support, vendor communication, and general administrative tasks. The role involves maintaining office records, supporting recruitment activities, planning meetings, managing basic operations, and helping the Founder and team with day-to-day needs. You will ensure smooth communication, timely follow-ups, and an organized working environment.

Key Responsibilities

Office Administration & Daily Operations

• Transcription and typing work
  
• Maintain and arrange company records (statutory documents, legal documents, certificates, etc, both digital and paper)
  
• Organize filing systems — digital folders, backups, and naming conventions
  
• Maintain asset register (laptops, phones, furniture) and update on changes.
  
• Support compliance documentation (basic documentation readiness for audits).
  
• Handle letters, emails, couriers, and front-desk communication
  
• Handle travel bookings – tickets, hotels, and cab arrangements
  
• Manage travel itineraries, visas/supporting docs, travel expense pre-approvals.
  
• Maintain petty cash and track small office expenses
  
• Maintain office supplies (stationery, pantry items, cleaning supplies) and reorder before stockout.
  
• Coordinate cleaning, maintenance, repairs (AC, plumbing, electrical).
  
• Oversee security: keys/cards, access control, visitor logs.
  
• Liaise with building management / landlord (parking, utilities, common area issues).
  
• Manage office equipment: printers, copiers, scanners — troubleshoot basic issues, call vendors for servicing.
  
• Keep discussion files saved digitally with proper date and metadata
  
• Assist in preparing and organizing meeting notes and learning materials
  
• Suggest useful tools for calling, recording, and productivity
  
• Manage all subscriptions, domain renewals, and send timely payment reminders
  
• Greet guests and make necessary arrangements for their visit in coordination with the office boy.
  

Team Scheduling, Coordination & Communication Support

• Manage team calendars, book meetings/rooms, set reminders.
  
• Coordinate external meetings, calls, and video-conference setup (Zoom/Google Meet)
  
• Prepare agendas, collate materials, and take/share meeting minutes when required
  
• Manage internal communications: company announcements, birthday/anniversary reminders, meeting invites.
  
• Assist with customer-facing communications where needed (e.g., reply templates, redirecting queries).
  

HR Support & People Assistance

• Manage basic onboarding logistics (welcome kits, ID cards, workspace setup).
  
• Prepare and circulate offer letters, appointment letters, and basic HR paperwork (in coordination with founders/HR).
  
• Maintain employee records, leave tracker, attendance logs, and help with offboarding checklists.
  
• Assist with scheduling interviews and candidate logistics.
  
• Maintain the candidate tracker (RMS)
  
• Maintain basic employee records and updated contact details
  
• Provide timely updates to the team on the Founder’s availability and manage scheduling of discussions or meetings during those periods.
  

Operations & Vendor Coordination

• Source and compare vendors for supplies, services, and equipment.
  
• Obtain quotes, negotiate basic terms, maintain vendor contact list.
  
• Manage purchase orders and follow up on deliveries.
  
• Keep vendor contracts and warranties organized.
  
• Coordinate with the Graphic Designer for print material follow-up
  
• Coordinate with the Events team for creative and material requirements
  
• Coordinate with local vendors (xerox, digital print, signage, etc.)
  
• Build and maintain long-term vendor relationships
  
• Conduct research for tools, services, or items needed and maintain proper sheets
  

Founder Assistance

• Support the Founder in daily tasks, reminders, and follow-ups
  
• Errands: courier drop-offs, bank visits, document filings, printing & laminating, local errands.
  
• Arrange gifts, corporate cards, and small purchases.
  
• Assist with ad-hoc projects/research (vendor options, event costings).
  

• Graduate in Business Administration, Management, Commerce, or related field (BBA preferred)
  

• MBA in HR or Operations is an added advantage
  

• 0–2 years of experience in office administration, HR support, or operations
  

• Good knowledge of MS Office, Google Sheets, Google Docs
  

• Strong communication, coordination, and follow-up skills
  

• Organized, dependable, and proactive with attention to detail
  

• Ability to multitask and handle responsibilities independently
  

Follow us on LinkedIn: https://www.linkedin.com/company/healthpole