Officer Administration

Role & responsibilities

General Admin:

• Manage agendas/travel arrangements/appointments etc. for the Senior Management/Staff.
• Manage phone calls and correspondence (e-mail, letters, packages etc.)
• Support book-keeping procedures.
• Create and update records and databases with personnel, financial and other data.
• Scheduling Meetings and taking minutes.
• Handling guests and clients.
• Track stocks of office supplies and place orders when necessary.
• Submit timely reports and prepare presentations/proposals as assigned.
• Preserving office records, Agreements.
• Conducting employee orientation.
• Completes operational requirements by scheduling and assigning administrative
• projects and expediting work results.
• Ensures the operation of equipment by completing preventive maintenance
• requirements, calling for repairs, maintaining equipment inventories and evaluating
• new equipment and techniques.
• Maintains supplies inventory by checking stock to determine inventory level,
• anticipating needed supplies, placing and expediting orders for supplies.
• Updating office manuals and brochures.
• Managing electronic and printed files.
• Assist colleagues whenever necessary.
• Provides administrative support to ensure the efficient operation of the office.
• Carries out administrative duties such as filing, typing, copying, binding, scanning etc.
• Coordinate office activities and operations to secure efficiency and compliance to
• company policies.

Centre Management:

• Coordinate with examination centres for scheduling, capacity, infrastructure, and examination requirements.
• Support exam centre onboarding and ensure readiness before each examination.
• Coordinate student lists, seating arrangements, invigilators, examination materials, and other centre requirements.
• Monitor examination-day activities and coordinate with centres for timely resolution of issues.
• Escalate examination-related incidents and operational issues to the concerned team.
• Support secure handling, distribution, collection, and reconciliation of examination materials.
• Maintain centre-wise records, attendance, incident reports, and examination documentation.
• Coordinate post-examination activities and ensure timely submission of centre reports.
• Maintain trackers and prepare MIS related to centre readiness and examination conduct.
• Support implementation of examination SOPs and process improveme.

Qualification and Personal Profile

• Graduate / Post-Graduate in any discipline.
• 1 to 3 years of post-qualification experience in General Administration and/or Education Operations, preferably in universities, educational institutions, training organizations, test-preparation institutes, or skill-development organizations.

Other Skill and Ability Requirements

• Strong operational planning, execution, and process management skills.
• Good coordination, interpersonal, and communication skills.
• Strong attention to detail with effective follow-up and closure.
• Good problem-solving, decision-making, and multitasking abilities.
• Proficiency in MS Office applications and MIS/reporting.
• Ability to work effectively under tight deadlines and manage multiple priorities.
• Strong vendor and partner coordination and relationship management skills.
• High level of integrity, professionalism, and confidentiality.
• Ability to effectively support and coordinate with internal stakeholders.
• Strong focus on maintaining accurate and timely documentation.
• Ability to ensure the effective and optimal utilisation of organisational resources.
• Commitment to maintaining a safe, healthy, and professional workplace.
• Strong planning and execution orientation, with clear and timely communication.