Manager - Administration & Operations

Position Responsibilities:

Infrastructure & Facility Management :
Oversee and manage all school facilities to ensure a safe, clean, functional, and aesthetically pleasing environment conducive to learning
Ensure uninterrupted utilities and systems including electricity, water supply, sanitation, power backup, fire protection, security systems, sewage treatment, water purification, and waste management
Plan, coordinate, and supervise repairs, preventive maintenance, renovations, and campus development projects
Manage and maintain school buildings, grounds, utilities, and facilities to meet safety, operational, and aesthetic standards
Ensure efficient use of space, assets, equipment and infrastructure
Oversee housekeeping, horticulture, janitorial, workplace services, and campus cleanliness standards

Administrative Operations & MIS:
Develop, implement, and monitor efficient administrative systems, SOPs, and operational manuals
Oversee documentation, records management, data integrity, and administrative audits
Develop and manage MIS for daily operations, budgeting, compliance and reporting
Generate monthly/quarterly/annual operational and management reports for senior leadership review

Financial Management & Resource Optimization:
Manage allocation and optimal utilization of administrative resources
Prepare administrative and operational budgets, monitor income and expenditure, and ensure cost-effectiveness
Maintain financial records related to administration, transport, facilities, and stores
Promote sustainability, international-mindedness, and inclusive practices within campus operations

Vendor, Procurement & Stores Management:
Liaise with vendors and service providers for security, housekeeping, maintenance, transport, catering, and supplies
Negotiate contracts, monitor SLAs, and ensure quality service delivery
Evaluate and empanel vendors as required
Manage procurement, inventory control, monthly reconciliation, and optimum utilization
Ensure transparency, compliance, and cost-effectiveness in procurement processes

Security & Safety Management:
Implement, monitor, and continuously improve campus security systems and protocols
Ensure protection of students, staff, visitors, and high-value assets
Oversee security personnel, their deployment, and regular training
Ensure compliance with health, safety, fire, and premises safety norms
Conduct regular safety drills and emergency preparedness exercises

Transport Management:
Supervise school transport operations ensuring safety, efficiency, and regulatory compliance
Manage route planning, vehicle deployment, driver documentation, and vehicle maintenance
Maintain transport-related documentation and expenditure records in coordination with the Transport In-charge

Compliance & Legal Matters:
Ensure compliance with all statutory and regulatory requirements including:
PF, ESI, TDS, labour laws
Transport regulations
Health, hygiene, and fire safety
State Education Board and CBSE norms
Manage documentation for licenses, permits, audits, and inspections
Conduct regular compliance audits and implement corrective actions timelines

Staffing, Training, Support & Welfare:
Manage support staff and third-party personnel
Identify training needs and arrange training programs for administrative, security, and transport staff
Monitor staff health, safety, and welfare in collaboration with HR
Foster a culture of professionalism, accountability, continuous learning and operational excellence

Student & Staff Services:
Oversee administrative support related to:
Admissions
Examinations
School catering
Travel for school trips
General administration and student services
Address operational and administrative concerns impacting student and staff well-being

Event Support & Visitor Management:
Plan, organize, and coordinate school events, meetings, and functions
Collaborate with academic and support departments to manage logistics
Develop and enforce visitor management procedures ensuring security compliance

Communication & Stakeholder Liaison:
Act as a liaison between school management, parents, vendors, and external stakeholders
Manage official communications, notices and correspondence
Support school outreach, branding and communication initiatives

IT Resources, Library & Technology Integration:
Ensure effective functioning of Reception systems, IT Resource Centres, IT Labs, and Library
Oversee maintenance, audits, and upgrades of administrative and operational IT systems
Identify and implement technology solutions to enhance efficiency, communication, and data management
Conduct regular audits (monthly/quarterly/annual) of IT resources and library facilities

Emergency Response Planning:
Develop, review, and update emergency response and disaster management plans
Coordinate with internal and external stakeholders for preparedness
Conduct drills, training sessions, and evaluations to ensure readiness
Ensure readiness for unforeseen events and crisis situations

Candidate Profile

Qualifications and Experience

Education:

Graduate/Postgraduate in Administration,…