Admin/ executive

Company: Globsyn Business SchoolPosition: Senior Admin/Admin ExecutiveDepartment: AdministrationLocation: Salt Lake, Sec V, Kolkata and Amtala, South 24 ParganasJob Type: Permanent, Full TimeSalary: As per industry normsExperience: 3–5 years of experience in the hard core Admin and Facility role.For more details, please visit our website  Summary:The ideal candidate will be responsible for managing and streamlining administrative operations to support the academic and operational objectives of the Business School. The executive will play a pivotal role in general administration, facility management, event coordination and liaising with regulatory bodies. This position requires a high degree of organizational efficiency, confidentiality, and the ability to handle multiple responsibilities in a fast-paced academic environmentJob Responsibilities:General Administration & Office Management:Oversee daily administrative tasks to ensure smooth institutional operations.Handle correspondence, emails, phone calls, and official communication.Maintain office supplies, equipment, and infrastructure.Maintain office supplies, equipment, and infrastructure.Manage documentation, filing systems, and digital records. Procurement & Purchase Coordination:Identify and evaluate suppliers based on quality, price, and delivery timelines.Obtain and compare quotations from multiple vendors for cost-effective purchasing.Issue purchase orders (POs) and track their approval process.Ensure timely procurement of office supplies, equipment, and required materialsAMC Planning & Vendor Coordination:Identify equipment, machinery, and services requiring maintenance contracts.Research, evaluate, and finalize service providers for AMC agreements.Negotiate contract terms, pricing, and service-level agreements (SLAs).Maintain strong relationships with vendors and service providers.Planning & Coordination of Renovation and New Projects:Assess infrastructure requirements and propose renovation or new project plans.Coordinate with architects, contractors, and engineers for project execution.Ensure projects align with company goals, safety standards, and compliance.Create timelines, allocate resources, and oversee project milestones. Contract Renewal and Car Insurance Management:Maintain a database of contracts, including vendor agreements, service contracts, and AMCs.Track contract expiration dates and set reminders for renewals.Ensure proper documentation of contract terms, conditions, and obligations.Maintain records of company-owned and leased vehicles along with their insurance details.Track insurance expiry dates and ensure timely renewal to avoid lapses.Compare policies and negotiate best rates and coverage with insurers. Event & Meeting Coordination:Arrange logistics for guest lectures, corporate events, industrial visits, seminars.Coordinate graduation ceremonies, annual functions, and sports activities.Facilitate all Beyond Education program activities both on campus and off-site.Organize event setups including sound/lights, food, print materials, and stationery.Set up sports facilities (badminton, football, volleyball) and purchase sports equipment as needed.Arrange logistics for guest lectures, corporate events, industrial visits, seminars.Finance and Budgeting Support:Assist in budget planning, expense tracking, and financial documentation.Handle invoices, and payment processing.Manage petty cash, procurement records, and reimbursements.Work with the finance department for audits, fund allocations, and expense approval.Assist in budget planning, expense tracking, and financial documentation.Facility & Infrastructure Management:Ensure classrooms, seminar halls, and office spaces are well-maintained.Supervise cleaning staff, security personnel, and facility teams.Work on improving campus facilities, ensuring accessibility and convenience for students and faculty.Monitor infrastructure-related complaints and coordinate maintenance work.Manage hostel, transport, and cafeteria operations  Reporting and MIS:Prepare monthly, MIS, and statutory reportsHandle regular vendor paymentsMaintain records for cars, generators, photocopiers, stationery, tea/coffee, and visitor logs. Crisis Management & Emergency Handling:Implement emergency protocols for medical, fire, or security incidents.Maintain emergency contacts and coordinate quick response actions.Ensure students and staff are informed about safety policies and evacuation plans.Campus Address: Globsyn Knowledge Campus, Mouza Chandi, PS Bishnupur JL No. 101, Kolkata, West Bengal Corporate Office: Globsyn Business School, Globsyn Crystals, XI - 11 & 12, Block - EP, Sector V, Kolkata - 700 091 Interested candidates can mail their profiles to