Office Admin And Operations Executive

Company - Healthpole 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 Requirements 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