Administration In-charge

**JD of Administration Incharge**

**About us**:
HEI Schools Sector 49 Gururgam is a unit of Adiem Brilliance Pvt Ltd India. This is the first of its kind collaboration in India. Along with Finland, we aim to bring the best Finnish early childhood education to India. We are committed to change and evolve the way Early Childhood Education is currently addressed in our country. In our first venture to set up the HEI Schools in Gurugram (India), we are looking for passionate and committed professionals to join the team and be part of this exciting journey.

This job description provides a comprehensive overview of the role of an **Administration Incharge** at HEI Schools Gurugram Sec 49. Tailoring it to specific needs and requirements of the school, would ensure alignment with the institution's goals and objectives.

**Responsibilities**:
**Administrative Oversight**:

- Manage all administrative functions within the preschool, ensuring smooth day-to-day operations.
- Supervise administrative staff, clerical workers, infirmary, landscaping,housekeeping, security, catering, nannies, school transportation, and office assistants.

**Safety and security**:

- Ensure the strict compliance with safety and security of the school.
- Entry and exit of the visitors is recorded in a register/biometric at the entry point
- Visitors are issued visitor’s ID card before entering the school premises
- Ensure maintenance of gate passes and record of returnable / non-returnable goods.

**Facilities Management**:

- Oversee maintenance of facilities, ensuring cleanliness, safety, and compliance with health and safety regulations.
- Coordinate repairs and renovations as needed, liaising with vendors and contractors.
- Overall upkeep and maintenance of the school campus and its equipment

**Financial Management**:

- Shall ensure that the expenditures are incurred strictly as per the budget approved by

school management.
- Shall ensure that all the bills for payment are checked, verified and counter signed by

him and then put up before the school management for approval.
- To keep close liaison with all Govt. / non Govt. organizations.

Oversight of accounts payable and receivable, and financial reporting.

**Vendor Management**:

- Maintain personnel records and ensure compliance with employment laws and regulations.
- Manage recruitment, hiring, and onboarding processes of the school support staff.
- Managing the school transport facility

**Contracts for Vendors**:

- Timely planning and execution of finalization/renewal of contracts after approval from the **Chief Executive Officer **with various agencies such as housekeeping, catering, security, horticulture etc.
- Regular monitoring of the work output of contractors to ensure efficient infrastructural support.

**Communications**:

- Serve as a point of contact for parents, staff, and external stakeholders, addressing administrative inquiries and concerns in a timely manner.

**Policy Development and Compliance**:

- Develop and implement administrative policies and procedures, ensuring compliance with relevant regulations and licensing requirements.
- Keep abreast of changes in regulations and update policies accordingly.

**Event Coordination**:

- Manage the logistics entailing planning and organizing events such as field trips, parent-teacher meetings, school performances, and graduation ceremonies.
- Coordinate logistics, including venue booking, and catering

**Records Management**:

- Maintain accurate records related to catering facility, storekeeping of school material
- Keeping account of all consumable and non consumable items procured and ensure

periodic physical check.
- Keeping inventory of the immovable assets and carrying out periodic physical checks.
- Ensure confidentiality and security of school records in compliance with privacy laws.

**Supply Management**:

- Ordering and maintaining supplies, including classroom materials, office supplies, and food supply
- To ensure that 100% stock taking of stores is conducted twice a year i.e. on

commencement of summer and winter vacation.

**Non-academic Staff management**:

- To maintain proper discipline among administrative staff, ensure their punctuality, dress code, attendance and equitable distribution of work.
- To define charter of duties of different categories (non-academic) and ensure their

compliance.
- To look after the welfare of all administrative, non-academic staff.
- To ensure that the administrative staff personnel are properly turned out for work and

are maintaining good manners.
- To ensure that every staff member has specific duties and responsibilities enough to

justify the particular position.
- To oversee the Nursing Staff for adequate medical care to the students and entitled staff members.
- To ensure adequate availability of medicines and other resources at all times.
- Ensure the medical infirmary is neat and tidy all the time.
- To liaison with the close by hospital for any un