Administrative Officer

 Job Description — Administrative Officer

WIFI Foundation Incubation NPO, Pune

Location: Wakad–Hinjewadi, Pune

Reporting to: Directors / Senior Management

Team Reporting to Her: Approx. 15 Staff Associates

This is a front-office plus administrative leadership position, not a conventional receptionist role. The selected candidate will be responsible for setting up and administering the new Wakad–Hinjewadi branch, recruiting and supervising a multidisciplinary team, coordinating client relationships and ensuring that work assigned by the Directors is executed within timelines. WIFI Foundation's ecosystem covers startup/MSME incubation and support across funding, infrastructure, manpower, CA, CS, IT, IPR and legal services. 

 Key Responsibilities

 Set up and operationally manage the new Wakad–Hinjewadi branch office of WIFI Foundation Incubation NPO, including day-to-day administration, office discipline, infrastructure, vendors, housekeeping, supplies, records and coordination.

 Lead the recruitment of approximately 15 team members for the new branch, including screening CVs, scheduling interviews, coordinating interview rounds, onboarding and maintaining employee documentation.

 Act as the immediate administrative reporting authority for the entire 15-member team, which may include B.Tech Engineers, MCA professionals, MBA Business Development executives, IT/digital team members, research associates and other functional staff.

 Assign daily, weekly and monthly work targets to individual team members in coordination with the Directors and ensure clear responsibilities, deadlines and expected deliverables.

 Monitor and supervise execution, conduct regular follow-ups and ensure that assigned work is completed accurately and within stipulated timelines.

 Maintain a daily/weekly MIS and performance dashboard covering work assigned, work completed, pending tasks, client follow-ups, leads, proposals, meetings and team performance.

 Conduct morning work allocation and end-of-day performance reviews and promptly escalate delays, non-performance or operational issues to the Directors.

 Coordinate multidisciplinary assignments involving Startup/MSME incubation, business development, funding support, company incorporation, CA/CS coordination, legal/IPR, IT, website and related consultancy services offered through the Foundation ecosystem. 

 Attend and manage the reception/front desk professionally, receive clients and institutional representatives, understand the purpose of their visit and connect them with the appropriate team member or Director.

 Handle incoming telephone calls, emails, enquiries, appointments, visitors and meeting schedules, while maintaining professional communication standards.

 Attend online and offline client meetings independently or together with Directors and functional experts, prepare meeting agendas/notes and ensure systematic post-meeting follow-up.

 Accompany Directors and senior officials for external client meetings and institutional visits, particularly to Schools, Colleges, Engineering/Management Institutes and Universities.

 Coordinate presentations and proposals relating to Incubation Centres, Startup Ecosystems, entrepreneurship programs, funding, IPR, CA-CS-Legal support, IT solutions, research/innovation and institutional consultancy as applicable. The Foundation publicly describes structured startup launch support, mentorship, funding access and business expertise as parts of its incubation model. 

 Coordinate seminars, FDPs, startup cohorts, hackathons, boot camps, institutional meetings, workshops, industry interactions and other Foundation events, including invitations, registrations, venue coordination, speakers, participants and post-event documentation.

 Supervise the Business Development Team, including lead generation, institutional database preparation, appointment scheduling, proposal sharing and systematic follow-up until closure.

 Coordinate with CA, CS, advocates, IP professionals, IT professionals, consultants, mentors and external associates for client assignments and ensure timely exchange of documents and information.

 Maintain confidential physical and digital records relating to clients, employees, proposals, agreements, invoices, meetings, institutional MoUs and management communications.

 Coordinate office expenses, petty cash documentation, vendor bills, attendance, leave records and other administrative documentation with Accounts/HR.

 Assist the Directors with calendar management, travel schedules, client appointments, institutional meetings, presentations, correspondence and priority follow-ups.

 Develop and enforce SOPs for office administration, client handling, reporting, task allocation, documentation and internal communication.

 Maintain a professional, disciplined and performance-oriented workplace and serve as the administrative link between the Directors and the entire branch team.

 Candidate Profile

The candidate should preferably be a graduate/postgraduate with strong administration, HR, coordination and people-management capabilities. MBA/PGDM or comparable management exposure would be advantageous. She should possess excellent English, Hindi and Marathi communication, presentation and interpersonal skills; proficiency in MS Office/Google Workspace and digital communication tools; and the confidence to interact with Principals, Directors, Deans, faculty members, entrepreneurs, MSMEs, corporate executives and institutional management.

The position requires a person who can simultaneously function as a professional front-office representative, Administrative Officer, Team Coordinator and Executive Assistant to the Directors. She should be comfortable leading a 15-member professional team, setting targets, monitoring performance, conducting meetings and travelling with Directors for client/institutional meetings when required.

WIFI Foundation Incubation NPO — https://www.wifiwomenfoundation.org

🏦Hinjewadi Corporate office address ⤵️

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🇮🇳 WIFI WOMEN FOUNDATION INCUBATION NPO for Entrepreneurs 

🏦 Corporate Branch Office Hinjewadi Pune:  

📌 320 , Third Floor, Suratwala Mark Plazzo Hinjewadi, Opp. Marriott Courtyard, Hinjawadi Rajiv Gandhi Infotech Park, Pune, MH-INDIA

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📍 Hinjewadi Branch Location:

https://g.co/kgs/nXZRxUD

✅ For how to reach Assistance Call Ms. Manisha 9325393933

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With Regards

- Ms. Smita Sanap, Director M: 7058483933

- Ms. Blessy Mary, Director (Mumbai Branch) 

📲W: 9325 393933

📧npo@wifiwomenfoundation.org

🌍https://wifiwomenfoundation.org