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 

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