Admin/ Executive

Company: Globsyn Business School

Position: Senior Admin/Admin Executive

Department: Administration

Location: Salt Lake, Sec V, Kolkata and Amtala, South 24 Parganas

Job Type: Permanent, Full Time

Salary: As per industry norms

Experience: 3–5 years of experience in the hard core Admin and Facility role.

For more details, please visit our website www.globsyn.edu.in

Job 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 environment

Job 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 materials

AMC 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 reports
- Handle regular vendor payments
- Maintain 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 743503

Corporate Office: Globsyn Business School, Globsyn Crystals, XI - 11 & 12, Block - EP, Sector V, Kolkata - 700 091

Interested candidates can mail their profiles to talent@globsyn.edu.in

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