Manager - Admin

1. Job Purpose

The Admin Manager will be responsible for the overall administration and smooth day-to-day functioning of the institution. The role involves managing facilities, housekeeping, security, transport, maintenance, vendors, utilities, infrastructure and administrative support services while ensuring operational efficiency, safety, compliance and service quality.

2. Key Responsibilities

A. General Administration

• Oversee the day-to-day administrative operations of the institution.
• Ensure the smooth functioning of all administrative and support services.
• Develop and implement administrative procedures, systems and SOPs.
• Coordinate with academic, HR, finance and other departments for administrative requirements.
• Address administrative issues and ensure timely resolution.
• Maintain proper administrative records, reports and documentation.
• Monitor administrative expenses and ensure cost-effective utilisation of resources.

B. Facilities & Infrastructure Management

• Oversee the maintenance and upkeep of buildings, classrooms, offices, laboratories, common areas and other facilities.
• Coordinate preventive and corrective maintenance of electrical, plumbing, civil, HVAC and other infrastructure.
• Ensure that the campus is clean, functional, safe and well-maintained.
• Coordinate repairs, renovation and infrastructure improvement works.
• Conduct regular inspections of campus facilities and identify maintenance requirements.
• Ensure proper functioning of essential utilities such as water, electricity, generators and other services.

C. Housekeeping & Hygiene

• Supervise housekeeping operations across the campus.
• Ensure cleanliness and hygiene standards are consistently maintained.
• Monitor deployment and attendance of housekeeping staff.
• Establish cleaning schedules and conduct regular inspections.
• Coordinate pest control, waste management, sanitation and other hygiene-related activities.
• Ensure adequate availability of housekeeping materials and consumables.

D. Security & Safety

• Manage and monitor security operations across the campus.
• Coordinate with security agencies and security personnel.
• Ensure proper implementation of visitor management, access control and security procedures.
• Monitor CCTV surveillance and other security systems.
• Ensure proper functioning of fire safety equipment and emergency systems.
• Coordinate emergency preparedness, evacuation drills and safety inspections.
• Report and document security incidents and take appropriate corrective action.

E. Transport Management

• Oversee institutional transportation operations, wherever applicable.
• Coordinate vehicle scheduling, routes, drivers and transport staff.
• Monitor vehicle maintenance, insurance, permits and statutory documents.
• Ensure compliance with applicable transportation and safety requirements.
• Address transport-related complaints and operational issues.

F. Vendor & Contractor Management

• Identify and coordinate with vendors, contractors and service providers.
• Obtain quotations and coordinate comparative statements in consultation with the concerned department.
• Monitor vendor performance, service quality and contractual obligations.
• Ensure timely renewal of AMC, service contracts and other agreements.
• Coordinate with Finance for verification and processing of vendor bills.
• Maintain records of vendors, contracts, quotations and service agreements.

G. Procurement & Inventory Support

• Coordinate procurement of administrative, housekeeping, maintenance and other operational requirements.
• Ensure materials are procured as per approved requirements and budgets.
• Monitor administrative inventory and maintain stock records.
• Ensure proper storage and utilisation of consumables and equipment.
• Coordinate with Finance/Purchase teams for procurement and payment processes.
• Minimise wastage and ensure effective utilisation of resources.

H. Utilities & Resource Management

• Monitor consumption of electricity, water, fuel and other utilities.
• Identify opportunities for reducing operational costs and resource wastage.
• Ensure adequate availability of essential utilities.
• Maintain records of utility consumption and related expenses.
• Coordinate with service providers and maintenance teams during breakdowns or shortages.

I. Statutory & Compliance Support

• Ensure administrative operations comply with applicable statutory and safety requirements.
• Maintain records relating to fire safety, electrical safety, building maintenance, lifts, generators, vehicles and other applicable areas.
• Coordinate statutory inspections, renewals and certifications.
• Support internal and external audits and inspections.
• Ensure timely closure of observations raised during inspections or audits.

J. Events & Institutional Activities

• Provide administrative support for meetings, conferences, examinations, seminars, workshops and institutional events.
• Coordinate seating arrangements, venue preparation, housekeeping, security, transport and other logistical requirements.
• Ensure facilities are ready before scheduled events.
• Coordinate with internal departments and external agencies for event-related requirements.

K. Team Management

• Supervise administrative and support staff, including housekeeping, security, maintenance and other outsourced personnel.
• Allocate duties and monitor attendance and performance.
• Conduct regular reviews of support staff performance.
• Address operational issues and ensure adequate manpower deployment.
• Coordinate with HR regarding recruitment, disciplinary matters, training and employee-related issues.

L. Reporting & MIS

• Prepare periodic reports on administration, facilities, maintenance, security, housekeeping and other support functions.
• Maintain records of maintenance activities, vendor contracts, incidents and administrative expenses.
• Submit regular updates and reports to the reporting authority.
• Track pending administrative works and ensure timely closure.

3. Educational Qualification

Essential:

• Bachelor's Degree in any discipline from a recognised institution.

Preferred:

• MBA / PG Diploma in Administration, Operations, Facility Management or related discipline.
• Certification in Facility Management, Safety or related areas would be an advantage.

4. Experience

• 58 years of relevant experience in administration, facility management, operations or institutional administration.
• Experience in a school, college, university, corporate office, hospital or large institution will be preferred.
• Experience in managing housekeeping, security, maintenance, vendors and facilities is desirable.