Admin officer

4 weeks ago

Chennai, India The Sun Smart Foundation International School Full time

About the Role This role needs someone who isn’t afraid to step outside the school campus and get things done—whether it’s dealing with government offices, ensuring infrastructure is compliant, or managing vendor relationships. You’ll also support external events, help manage school marketing campaigns, and coordinate with preschools for outreach. Owning a two-wheeler is essential for this role as it involves regular local travel. What You'll Do? Government Licensing & Compliance Create and maintain a regulatory compliance calendar (Fire, Do E, Sanitary Board, Local Authority) Prepare, scan, and archive documentation needed for audits or renewals Attend inspections, accompany officials, and ensure corrective action plans are followed Liaise with legal advisors to align school policy with latest education mandates Vendor and Maintenance Oversight Identify reliable vendors: collect quotes, evaluate, and negotiate pricing Sign vendor Mo Us, maintain files, and track validity of contracts Monitor work completion (repairs, pest control, deep cleaning) and report service quality issues Accounts & Audit Support Organize audit folders (license copies, payment logs, Mo Us) Coordinate with transport, security, and housekeeping for monthly expense statements Submit all vendor invoices, fuel records, and petty cash reports on time Digital Marketing & Campaign Coordination Coordinate first-round hiring calls for digital marketers Share past lead data, campaign patterns, and strategy notes during onboarding Sit in on weekly review calls and track deliverables from digital partners Update digital gallery logs and gather testimonials and media permissions External Events & Preschool Liaison Visit preschools to conduct sessions, deliver kits, and set up stalls Fix school participation in education fairs and community events Assist with logistics: permissions, layouts, table setups, feedback forms, banners Skills Required Familiarity with school-related government procedures (Do E, Fire, Sanitary Board, and more) Strong negotiation and coordination skills Experience managing vendors, contracts, and quality checks Comfort with physical inspections, paperwork, and follow-ups Confidence in external communication and official correspondence Ownership of a two-wheeler and readiness to travel locally Expectations from Both Roles You’re organized, punctual, and reliable You respect confidentiality and handle sensitive information carefully You are comfortable using Google Docs, Sheets, email, and online forms You collaborate well and are open to feedback How to Apply Send your resume and a brief cover note to Use the subject line: “Admin Officer Application – (Parent Engagement or External Operations)” SSFI is a growing school with a close-knit team. We’re looking for people who are dependable, people-smart, and ready to take initiative. If that sounds like you, we’d love to meet you.

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