Administrative Support Specialist

2 weeks ago

Kolkata, West Bengal, India beBeeAdministrative Full time ₹ 10,00,000 - ₹ 12,10,000
Administrative Support Specialist

The ideal candidate will be responsible for overseeing daily administrative operations to support the academic and operational objectives of our institution.

Main Responsibilities:
  • General Administration & Office Management:
    • Ensure smooth institutional operations by managing day-to-day tasks.
    • Handle correspondence, emails, phone calls, and official communication effectively.
    • Maintain office supplies, equipment, and infrastructure in optimal condition.
  • Procurement & Purchase Coordination:
    • Evaluate suppliers based on quality, price, and delivery timelines.
    • Negotiate 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 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 our 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.
    • Facilitate all Beyond Education program activities both on campus and off-site.
  • 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.
  • 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.
  • 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.

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