Administration Manager

Location:

Reporting To:

About AIMS Institutes

Administrative Operations

• Manage day-to-day administrative activities of the institute.
• Ensure smooth functioning of academic and non-academic departments through effective coordination.
• Develop and implement administrative policies, procedures, and systems.
  

Facilities & Infrastructure Management

• Oversee campus facilities including classrooms, hostels, offices, utilities, housekeeping, security, and transport.
• Coordinate maintenance, repairs, and renovation activities.
• Ensure safety, cleanliness, and compliance with health and safety norms.
  

Vendor & Contract Management

• Manage vendors for housekeeping, security, maintenance, transport, and other outsourced services.
• Negotiate contracts, monitor service levels, and ensure timely payments in coordination with Finance.
• Maintain vendor records and compliance documents.
  

Statutory Compliance & Liaison

• Ensure compliance with statutory and regulatory requirements (Labour Laws, Fire Safety, BBMP, Pollution Control, etc.).
• Liaise with government bodies, university authorities, auditors, and external agencies as required.
• Support audits, inspections, and accreditation processes (NAAC, NBA, Autonomous, University).
  

Asset & Inventory Management

• Maintain records of fixed assets and inventory.
• Ensure proper utilization, maintenance, and periodic audits of assets.
• Oversee procurement coordination with Purchase/Stores department.
  

Staff Supervision

• Supervise administrative staff including office assistants, housekeeping, security, and drivers.
• Manage duty rosters, attendance, discipline, and performance of admin staff.
• Coordinate with HR for manpower planning and employee-related matters.
  

Budgeting & Cost Control

• Assist in preparation of the annual administrative budget.
• Monitor expenses and implement cost-control measures.
• Submit periodic administrative and compliance reports to management.
  

Event & Logistics Support

• Provide administrative and logistical support for academic events, examinations, admissions, seminars, and conferences.
• Ensure availability of resources and infrastructure during institutional activities.
  

Qualifications & Experience

Educational Qualification

• Graduate/Postgraduate in Administration, Management, or any related discipline.
  

Experience

• Minimum 8–12 years of experience in administration, preferably in an educational institution.
• Proven experience in facilities management, compliance, and vendor handling.
  

• Strong administrative and organizational skills
• Knowledge of statutory compliance and campus administration
• Excellent communication and interpersonal skills
• Leadership and team management abilities
• Problem-solving and decision-making skills
• Proficiency in MS Office and ERP systems
• Ability to work under pressure and handle multiple responsibilities