Senior Administrative Officer

Job Description:

We are looking for a proactive and detail-oriented Administrative Officer to oversee day-to-day operations across multiple functional departments in our educational institution. This role involves managing security, housekeeping, hostel, mess, maintenance, procurement, fire safety, eventsand overall facility upkeep, ensuring smooth campus functioning with strong coordination and reporting.

Key Responsibilities:

Security & Housekeeping

• Monitor contract staff (security & HK), conduct weekly audits, and ensure grooming, discipline, and logbook accuracy
• Coordinate HKM reporting, stock checking, and periodic training
• Enforce cleanliness standards, manage pest control & sewage inspections quarterly

Hostel & Mess

• Conduct random hostel audits with faculty and maintain cleanliness and student records
• Check mess quality, attendance logs, and ensure menu compliance
• Coordinate approvals for mess bills, price display, feedback collection, and external consumption tracking

Canteen

• Approve changes in pricing or menu items and ensure quality standards

Procurement & Consumables

• Collect departmental requirements for stationery and consumables
• Verify and compare stock with quotes and manage approvals and stock registers
• Conduct random stock audits

Pest Control & Scrap Disposal

• Organize bi-annual pest control in key areas (hostel, mess, canteen)
• Survey and segregate scrap; manage vendor quotations and final approvals with photographic documentation

Statutory Compliance & Maintenance

• Coordinate TNEB auditing and inspections
• Ensure maintenance tracking (internet, dish, plumbing, machinery, transformer servicing, etc.)
• Maintain photos and proper documentation of all completed works

Fire Safety

• Track expiry/refill dates for fire extinguishers
• Conduct annual fire drills and document photos

Record Keeping & Approvals

• Maintain physical stock/spare part registers and ensure bi-monthly updates
• Collect and forward bills (security, mess, petty cash) for approval within 7 days

HR & Orientation

• Ensure campus tour for new employees
• Maintain approved staffing levels; assist in sourcing and shortlisting candidates
• Submit all shortlisted candidates for final management approval

Events & Activities

• Manage end-to-end logistics for academic and cultural events, including F&B, transport, photography, hall readiness
• Coordinate with Principal/Management for approval and final checking of venues

Meetings & Audits

• Organize biweekly meetings with all verticals; prepare and submit MoM to management
• Conduct monthly campus walkthrough with key stakeholders and report findings

Qualifications:

• Bachelor's degree in Administration
• 5+ years of experience in administration or facility management (preferably in educational institutions)
• Strong leadership, coordination, and documentation skills
• Knowledge of vendor handling, safety regulations, and audit processes
• Basic technical awareness of electrical, plumbing, and maintenance-related work

Skills Required:

• Excellent organizational and multitasking ability
• Communication skills to coordinate across verticals and vendors
• Working knowledge of Excel, report preparation, and stock registers
• Ability to work in a structured, process-driven environment

Benefits:

• Accommodation/meal allowance (if applicable)
• Exposure to multi-departmental operations in a growing educational institution

How to Apply:

Send your CV to jobs.institution@gmail.com apply via Indeed with the subject line: Application – Administrative Officer.

Job Types: Full-time, Permanent

Pay: ₹25,000.00 - ₹35,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Provident Fund

Schedule:

• Day shift

Supplemental Pay:

• Performance bonus

Experience:

• Administrative Officer: 5 years (Preferred)

Work Location: In person