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Administrative Manager

3 months ago

india Nalanda Academy of Science and Technical Education Full time
Job Description

JOB OVERVIEW:

The AdminManager heads the campus support staff and is responsible for observing the efficient operation of the campus including Facilities, Marketing, Purchase, Events, Stores, Inventory, Ground Maintenance, Electrical, and Transport are meeting high-quality of  Standards and delivering services with the coordination of the respective managers and outsourced vendors.


MAJOR JOB RESPONSIBILITIES:

  • Overall responsibility for all the campus maintenance, including the monitoring of buildings and grounds, Canteen and lunch area, site, security, health, safety, Housekeeping, security, and transport.

  • Ensure all campus equipment such as labs and sports etc. are fit for purpose and meet the changing requirements of the school.

  • To prepare and present reports to the Senior Leadership team on all assigned duties. 

  • In collaboration with the other managers prepare Yearly Forecast Budget as per the requirement raised by the Head of School.

  • Support the School Principal and Chairman in the creation of the School’s strategic development plan 


HOUSEKEEPING & SECURITY GROUPS RESPONSIBILITY:

  • Need to Manage  Housekeeping, Security, Gardener’s including the preparation/verification of rosters and ensure the completion of work as per roster.

  • Need to ensure all reports of maintenance are updated on time for record and audit purposes.

  • Responsibility for the negotiation of contractual terms with third-party manpower-providing companies.

  • Need to train all third-party housekeeping and security staff every week on personality development and greeting gestures.


VENDOR & INVENTORY MANAGEMENT:

  • Daily stock review and verification and Monitor office supply levels; record when appropriate. 

  • Need to prepare/ Verify the weekly indent, well in advance, and send it to the Finance Manager, for any material requirement so that the material is supplied in time. 

  • Need to identify new vendors and to build business relations with them to initiate emergency orders with the best pricing on supplies and services.

  • Evaluate deliveries, purchase orders, and product levels to improve inventory control procedures.

  • Maintain the purchase activity as per standards and all purchases made are to be maintained in a register. 

  • Process all indents after due verification and get estimates as per the requirement.

  • Prepare an abstract for the stationery with estimated amounts. i.e., both Credit and Cash purchases and need to send them for approvals to the Finance dept.

  • Preparation of Purchase Orders and raising monthly indents as per the Yearly Purchase calendar in relation to (Housekeeping, Security, Uniforms, stationery, Electrical and Garden Maintenance Requirements, Sensor i-Gates Maintenance and other Maintenance etc.).

  • Maintain a record of all the bills submitted for payment and record any delays.


FACILITY MANAGEMENT:

  • Inspect and maintain building systems (Electrical Equipment, heating, ventilation etc.)

  • Duplicate keys pertaining to all cupboards/filling cabinets and drawers of all staff

members should be lodged with him for safe custody.

  • Ensure that the Lobby area meets the requirements for hygiene and food safety.

  • Need to ensure all the classrooms have adequate infrastructure, including fans, lights, water pots,black boards, section notice boards, chalk-pieces etc. required to conduct the classes in a congenial atmosphere.

  • Need to ensure all the laboratories are well-equipped. The stock position of the

Consumables are to be recorded at the beginning of every academic year and indent for the next year requirement may be sent well in advance.

  • Need to ensure that the library is well equipped for the benefit of students and staff, The books recommended by the staff for reference are in multiple copies after obtaining necessary approval from the Campus Principal & correspondent and See that the delivery system is maintained scrupulously.

  • To be responsible for the upkeep of playing fields, gardens, all weather surfaces,  running tracks, football court,  tennis courts, swimming pool and Land drainage etc, ensure the maintenance of boundaries, footpaths, roads and rights of way within the school premises. 

  • Need to coordinate with the school principal in executing inhouse school events properly as per the designed plan.

  • Need to ensure all concerned staff receive uniforms.

 

TRANSPORT MANAGEMENT:

  • Responsible for the transportation function in the School and ensuring that it meets school standards and requirements.

  • Plan, organize and control use of school transport of BIS.

  • Select and manage outside contractors for bus repair works.

  • Verify and get approved from concern Admin manager on all transport invoices for payment in accordance with contracts or purchase orders

  • Deal with any complaints or matters associated with the administration of the transportation contracts and advise the School Principal as necessary.

  • Need to ensure timely repair and servicing of damaged vehicles in order to minimize downtime and maintain necessary records..

  • Plan and manage bus routes.

  • Manage the inventory of spares parts for vehicles, in coordination with the ADMIN Manager, in order to ensure an adequate supply of spares.

  • Provide recommendations for lowering vehicle-operating expenses and reduce idle time of vehicles.

  • Ensure all vehicle operation policies & certificates are up to date 

  • Need to train all transport staff on a weekly basis on personality development and greeting gestures.


Requirements and skills

  • Proven experience as an Administration Manager.

  • Experience as an educator is a plus.

  • Knowledge of administrative processes of schools /colleges.

  • Ability to use computers (e.g. MS Office) and education management systems.

  • Excellent communication skills

  • Outstanding organizational ability

  • Attention to detail.

  • Problem-solving and conflict resolution skills

  • Good judgment and decision-making aptitude

  • Degree in Education or similar field; post-graduate degree is a plus.


Requirements
JOB OVERVIEW: The AdminManager heads the campus support staff and is responsible for observing the efficient operation of the campus including Facilities, Marketing, Purchase, Events, Stores, Inventory, Ground Maintenance, Electrical, and Transport are meeting high-quality of Standards and delivering services with the coordination of the respective managers and outsourced vendors. MAJOR JOB RESPONSIBILITIES: Overall responsibility for all the campus maintenance, including the monitoring of buildings and grounds, Canteen and lunch area, site, security, health, safety, Housekeeping, security, and transport. Ensure all campus equipment such as labs and sports etc. are fit for purpose and meet the changing requirements of the school. To prepare and present reports to the Senior Leadership team on all assigned duties. In collaboration with the other managers prepare Yearly Forecast Budget as per the requirement raised by the Head of School. Support the School Principal and Chairman in the creation of the School’s strategic development plan HOUSEKEEPING & SECURITY GROUPS RESPONSIBILITY: Need to Manage Housekeeping, Security, Gardener’s including the preparation/verification of rosters and ensure the completion of work as per roster. Need to ensure all reports of maintenance are updated on time for record and audit purposes. Responsibility for the negotiation of contractual terms with third-party manpower-providing companies. Need to train all third-party housekeeping and security staff every week on personality development and greeting gestures. VENDOR & INVENTORY MANAGEMENT: Daily stock review and verification and Monitor office supply levels; record when appropriate. Need to prepare/ Verify the weekly indent, well in advance, and send it to the Finance Manager, for any material requirement so that the material is supplied in time. Need to identify new vendors and to build business relations with them to initiate emergency orders with the best pricing on supplies and services. Evaluate deliveries, purchase orders, and product levels to improve inventory control procedures. Maintain the purchase activity as per standards and all purchases made are to be maintained in a register. Process all indents after due verification and get estimates as per the requirement. Prepare an abstract for the stationery with estimated amounts. i.e., both Credit and Cash purchases and need to send them for approvals to the Finance dept. Preparation of Purchase Orders and raising monthly indents as per the Yearly Purchase calendar in relation to (Housekeeping, Security, Uniforms, stationery, Electrical and Garden Maintenance Requirements, Sensor i-Gates Maintenance and other Maintenance etc.). Maintain a record of all the bills submitted for payment and record any delays. FACILITY MANAGEMENT: Inspect and maintain building systems (Electrical Equipment, heating, ventilation etc.) Duplicate keys pertaining to all cupboards/filling cabinets and drawers of all staff members should be lodged with him for safe custody. Ensure that the Lobby area meets the requirements for hygiene and food safety. Need to ensure all the classrooms have adequate infrastructure, including fans, lights, water pots,black boards, section notice boards, chalk-pieces etc. required to conduct the classes in a congenial atmosphere. Need to ensure all the laboratories are well-equipped. The stock position of the Consumables are to be recorded at the beginning of every academic year and indent for the next year requirement may be sent well in advance. Need to ensure that the library is well equipped for the benefit of students and staff, The books recommended by the staff for reference are in multiple copies after obtaining necessary approval from the Campus Principal & correspondent and See that the delivery system is maintained scrupulously. To be responsible for the upkeep of playing fields, gardens, all weather surfaces, running tracks, football court, tennis courts, swimming pool and Land drainage etc, ensure the maintenance of boundaries, footpaths, roads and rights of way within the school premises. Need to coordinate with the school principal in executing inhouse school events properly as per the designed plan. Need to ensure all concerned staff receive uniforms. TRANSPORT MANAGEMENT: Responsible for the transportation function in the School and ensuring that it meets school standards and requirements. Plan, organize and control use of school transport of BIS. Select and manage outside contractors for bus repair works. Verify and get approved from concern Admin manager on all transport invoices for payment in accordance with contracts or purchase orders Deal with any complaints or matters associated with the administration of the transportation contracts and advise the School Principal as necessary. Need to ensure timely repair and servicing of damaged vehicles in order to minimize downtime and maintain necessary records.. Plan and manage bus