Admin Executive

**Job Role - Administration**

**Job Title - Senior Executive Administration (Purchase+ Store+ Facilities)**

We are looking for an experienced Administration cum Purchase Manager to supervise daily support operations of our schools and plan the most efficient administrative procedures.
- **Purchase Management**:

- To maintain a detailed list of items/ services to be purchased/ procured generally.
- To create and maintain a database of registered/approved vendor’s/ service providers for all items/ services required, based on pre-defined criteria by the management and up-date the same on regular basis.
- To set up a process for continuous search, identification, and introduction of new suppliers/vendors for better quality, rates, and terms.
- To prepare periodical purchase plans/budgets in consultation with the Administrator.
- To negotiate and enter rate contract with vendor’s/service providers for regular items and services. Also, establish the process of continuous monitoring of the contractual terms, quality parameters and renewal status.
- To negotiate, organize and monitor all long-term arrangements with vendors,

Uniform/Tie/Belt/diaries etc. and so on.
- To Receive approved purchase requisitions from ‘Stores’ and fulfill the requirement in time from approved vendors.
- To develops a preventative maintenance program to ensure the safeguard

(Security/Insurance), repair and maintenance (AMC’s) and all-time utility of the total infrastructure i.e., Building, Furniture & Fixtures, Equipment’s, Water & Electricity supply,

Telephone, Vehicles, records/documents etc.
- To ensure that infrastructure/ equipment’s/apparatus/furniture etc. are in good condition.
- Developing and maintaining a vendor base for a cost-efficient procurement of inventory.

**Store Function**
- To maintain all time relevant and approved list of items to be kept in stores along with Minimum

/Maximum / Re-order stock levels.
- To establish and run stores to avoid No stock/Short stock/Excessive stock situation.
- To be responsible for safe custody of material and accountable for each item purchased/issued/closing stock through maintenance of proper records.
- To estimate the requirements of each school in advance and ensure timely supply to them against authorized requisitions.
- To raise purchase requisition on periodical basis to purchase cum maintenance in-charge and ensure the receipt of items requisitioned, as per schedule.
- To establish a system of recording receipt/issue of items, in case of direct delivery to location as per instruction.
- To receive the items from the vendors along with requisite documents such as PO, PR, Challan, invoice etc. and forward to Accounts department after putting the Material Receipt stamp and approval

Purchase cum Maintenance In-charge and Vice-Principal
- To carry out quality/quantity check before stock is taken in the specified premises and advise accounts department for issue of debit/credit notes for shortage/quality issue to the vendor with a copy to

Purchase department.
- Housekeeping of stores.
- To ensure earliest fulfillment of the requirements of the requisite departments.
- To conduct periodic physical verification of store items. Identify variations/slow moving/non -moving items and report to Vice Principal.
- To coordinate with other departments & provide requisite support to ensure smooth functioning of their roles.
- To submit MIS periodically & exception report immediately to the Vice Principal.

**Facility Management**
- Looking after the overall functionality, maintenance, and security of school premises.
- Supervising the cleaning, landscaping, and housekeeping teams on regular basis.
- Plan, assign and manage the work of grounds keeping personnel are engaged in maintenance and care of trees, shrubs, lawns, canteen, and playgrounds.
- Ensuring coherent availability and utilisation of resources in areas like transport, canteen waste disposal etc.
- Plan, assign and manage maintenance and operations of personnel assigned to preschool, assure school buildings, grounds, facilities, and equipment are operational and health, safety and security policies and guidelines are met.
- Inspect school building and play areas to assure that proper safety, cleaning, and sanitation standards are maintained.

**General Administration**
- Stationary management - Order custodial supplies and materials needed to maintain school; direct delivery and warehousing of all school supplies.
- Plan and implement a preventive maintenance program for school buildings and grounds.
- To ensure preventive maintenance, upkeep, safeguard, and insurance of school infrastructures including but not limited to: o a. Building / Boundary Wall / lawn maintenance o b. Generator / AC / CC TV. / Water Coolers & other Electrical fittings and appliances o c. Plumbing and sanitation o d. Furniture & Fixtures o e. School owned Vehicles o f. Biometric, Computer, Printers & other IT Assets o g. Communication in