Executive Operations Specialist

2 weeks ago

Ahmedabad, Gujarat, India beBeeAdministrative Full time ₹ 8,00,000 - ₹ 12,00,000
Job Title: Executive Operations Manager

The ideal candidate will be responsible for managing and streamlining administrative operations to support the academic and operational objectives of a business school.

The executive will play a pivotal role in general administration, facility management, event coordination, and liaison 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.

Key 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.
  • 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.
  • 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).
  • 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.
  • 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.
  • Event & Meeting Coordination:
    • Arrange logistics for guest lectures, corporate events, industrial visits, seminars.
    • Coordinate graduation ceremonies, annual functions, and sports activities.
  • Finance and Budgeting Support:
    • Assist in budget planning, expense tracking, and financial documentation.
    • Handle invoices, and payment processing.
  • Facility & Infrastructure Management:
    • Ensure classrooms, seminar halls, and office spaces are well-maintained.
    • Supervise cleaning staff, security personnel, and facility teams.
  • Reporting and MIS:
    • Prepare monthly, MIS, and statutory reports.
  • Crisis Management & Emergency Handling:
    • Implement emergency protocols for medical, fire, or security incidents.

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