Job
Description
Job Title: Admin Head Location: Pune Institute of Business Management, Pune Reports to: Director/CEO Job Summary: The Admin Head is responsible for overseeing and managing all aspects of campus administration. This includes the management of campus facilities, housekeeping, transport services, canteen operations, procurement and purchase, institute and hostel maintenance, and coordinating with internal teams and departments to ensure smooth operations. The role requires exceptional leadership, multitasking abilities, and strong coordination and reporting skills to support the institute’s administration in achieving its objectives. Key Responsibilities: Campus Facilities Management: Oversee the management of all campus facilities, ensuring they are well-maintained, functional, and safe. Coordinate maintenance activities, including infrastructure upkeep, utilities (water, electricity), and landscaping. Ensure compliance with safety regulations, cleanliness, and hygiene across all areas. Housekeeping and Sanitation: Supervise the housekeeping team to maintain high standards of cleanliness and hygiene across the campus, including classrooms, offices, restrooms, and common areas. Establish and implement cleaning schedules and protocols. Liaise with external cleaning agencies, if applicable, and ensure performance standards are met. Transport Management: Manage the campus transport system, ensuring that the vehicles are well-maintained, safe, and provide timely services for students and staff. Coordinate transportation schedules, vehicle assignments, and driver management. Ensure the maintenance and safety of the fleet, including regular servicing and repairs. Canteen and Catering Services: Oversee the operations of the campus canteen, ensuring food quality, variety, and cleanliness. Monitor food safety standards, hygiene, and customer satisfaction. Work with the canteen vendor or manage in-house operations to ensure cost-effectiveness and variety in menu options for students and staff. Procurement and Purchase Management: Supervise the procurement process for all campus-related supplies, including office materials, furniture, equipment, and consumables. Develop and manage vendor relationships, negotiate contracts, and ensure cost-efficient purchasing while maintaining quality standards. Maintain inventory records and monitor stock levels, ensuring timely procurement of materials. Institute and Hostel Maintenance: Oversee the maintenance of the institute's infrastructure, including electrical, plumbing, HVAC systems, and furniture. Ensure the upkeep and safety of the hostel facilities, managing the maintenance of rooms, common areas, and hostel infrastructure. Coordinate with maintenance teams and external service providers for repairs and improvements. Coordination with Internal Teams: Work closely with various internal teams, including HR, academic, finance, and security, to support administrative operations and ensure smooth communication. Ensure that administrative tasks such as payroll management, staff coordination, and academic schedules are aligned with campus facilities and services. Support the academic and HR teams with any operational requirements, such as event logistics, meetings, and facility usage. Reporting and Documentation: Prepare and submit regular reports on campus administration activities, including maintenance, procurement, housekeeping, and transport. Maintain accurate records of contracts, purchase orders, inventory, and service agreements. Provide updates to senior management on operational performance, challenges, and improvements. Budgeting and Cost Control: Develop and manage the campus administration budget, ensuring effective allocation of resources. Monitor and control expenditure across various administrative services, identifying areas for cost reduction. Ensure that all services are provided within the allocated budget while maintaining quality standards. Health, Safety, and Security: Ensure that all campus facilities meet safety and security standards, including fire safety, emergency protocols, and first-aid arrangements. Oversee campus security operations, working closely with security personnel to ensure the safety of students, staff, and assets. Ensure compliance with local health, safety, and environmental regulations. Team Management and Development: Lead, motivate, and manage a diverse team of administrative staff, including housekeeping, transport, maintenance, and security personnel. Conduct performance appraisals, provide training, and foster a positive work environment. Ensure clear communication within the team and implement effective team management practices. Collaboration with Other Departments: Collaborate with academic and non-academic departments to ensure seamless operations and support for administrative functions. Coordinate with the HR department for staff requirements, training, and recruitment related to administrative roles. Work with the academic team to align campus facilities with academic schedules, events, and workshops. Skills and Qualifications: Education: A Bachelor’s degree in Business Administration, Facilities Management, or a related field. A Master’s degree is an advantage. Experience: Minimum 5-7 years of experience in campus administration or facilities management, with at least 2-3 years in a leadership role. Skills: Strong leadership and team management capabilities. Excellent organizational, multitasking, and time-management skills. Sound knowledge of facilities management, procurement, and campus operations. Proficiency in budgeting, cost control, and financial reporting. Good interpersonal and communication skills for effective coordination with internal and external stakeholders. Proficiency in MS Office Suite and campus management software. Show more Show less
