Administration Officer

Job Role Description for OPS Administrative officer

Title Description

Reporting Time-  9.30 am to 6.30 pm.

Reporting To-  Report directly to the Director Sir &; Principal Ma'am.

Age Criteria - 35 to 45

Experience- 8 to 10 years (Preferred from School administrative )

Male candidate Preferred

 Will co-ordinate with Principal, Accounts staff, Purchase Office & and other

Stakeholders.

Will Be In charge/Responsible for

 Administrative, Store Keeping (Non- academic) &; Non-Teaching staff (HK,

Security &; Transport Staff).

Professional Skills-  Attentive.

 Service oriented.

 Good at planning and organizing.

 Empathetic and sociable.

 Skilled in identifying problems and brainstorming potential solutions.

 Excellent at written and oral communication as well as presentation.

 Comfortable working independently and collaboratively.

General

Administration-

 Daily monitoring of inventories and stocktaking.

 Maintenance of Fixed Assets Register.

 Overall supervision of School Property, School Building, Garden, Ground

and Offices.

 Supervise the cleanliness in the school (Charts to be made)

 Repairs, Maintenance &; Monitoring of Building, Assets, Bus, CCTV,

Internet and Telephone lines Etc.

 Security of Campus.

 Arrangements for all School functions and meetings.

 Transportation Management

 Conducting disaster management workshops and demos time to time.

 General Administration

 Liaison with Govt., Semi- Govt. Departments &; District Administration.

 Security System Management

 Campus Cleanliness &; Beautification

 Ensure Improvement in overall experience of Facility Management.

 Daily Facility rounds with mapping of improvement areas. Proactive

suggestions on improvements to make facility look better.

 Day to day check on all areas of the facility. Ensuring timely meetings with

internal customers &; respective departments to take feedback on

improvements. (Fourth week of the month).

 Make all necessary arrangements for special events such as Orientation,

PTA meetings, Workshops, Sports &; Annual day, other functions, etc.

 Co-ordinating with the decorator for Mandap and Shyamiyana

arrangements. With Light &; Sound engineers and light & Sound

arrangements for various events.

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 Preparing Annual budget in co-ordination with the section heads for

various events of the school and forwarding the same for approval from

Management &; updating the Principal.

 Liaisoning & co-coordinating with Govt. authorities like Municipal

Corporation, Electricity Boards, MTNL &; Police Stations as per the

requirement and need.

 Handling and resolving parent's queries related to: Uniform, school fees

,housekeeping, security & transportation complaint on day to day basis &;

updating weekly report of the same to Director sir & Principal.

Maintenance of-(Building & and otherequipment's solar,Water purifier,other assets, Etc.)

 Ensure proper maintenance of all buildings, furniture, equipments, garden

and play ground.

 Monitor daily maintenance work executed by maintenance team/dep.

 Ensure continuous water supply and electric power supply in campus.

 Support for Repairs and Maintenance Activities.

 Proactively take rounds and ensure that the facility is well maintained and

all repairs and maintenance activities are carried out to ensure smooth

functioning.

 Maintain all Manuals &; renewals for all technical services & repairs and

maintenance of Diesel Generator/RO/swimming pool/Electrical, Building

Maintenance, Fire Extinguishers &; other safety Equipment's, CCTV, etc.

 Ensure to maintain all the critical equipment 100% up time.

 Maintains record of material supplied to support staff for cleaning

(phenol, broom, duster etc.)

 Overseeing the daily electric maintenance work on the floors and school

building.

 Weekly coordinating with the maintenance team and taking update on

the pending work status.

Personnel-

(Housekeeping,

Security, Transport

staff, etc.)

 Maintain service records of all Non- Teaching employees (Peons, Bus

Drivers, Conductors, Gardner, and Security Guard).

 Ensure the staff is trained in complex maintenance activities and follow

the standard operating procedures.

 Creating proper service rules for all Non-Teaching staff.

 Sanction leave as per rules &; in co-ordination with the Principal for all

administrative and Class 4 staff and maintain up to date leave records.

 Handle all matters of show cause notices, charge sheets, enquiries etc of

Admin &; Class 4 staff.

 Handle all staff welfare matters and have a properly constituted staff

grievance committee for Class 4 staff.

 Ensure proper deployment of manpower + proactively raising compliance

/ statutory requirements + maintaining of all Compliance Documents for

all vendors providing manpower services. (HK, Security, Transport etc.)

 SPOC for all Grievances / Concerns for Internal Customers. Maintain LOG

book with action plan.

 Support to Internal Customers for organizing Events, Ensure Smooth

functioning of Canteen, Transport, activities, etc.

 Overall supervising, advice and mentoring the admin team as well as the

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outsource contractors &; their activities.

 Effective interdepartmental co-ordination. Conduct periodic trainings to

the staff on SOP, manual, safety, rules &; regulations etc.

 Creating &; Maintaining SOP for Store, HK, Security &; Transport.

 Monitoring the housekeeping activities.

 Ensuring all the housekeeping formats is maintained.

 Monthly check on various registers and checklist of Housekeeping.

Transport Department-

• List of Buses with their Numbers
• Bus Timings at various Stops.
• Route-wise list of students with bus-stops.
• Class-wise list of Students using Bus facility
• List of Staff with address &; Cell No.
• Attendance Register of students, using Bus facility.
• Attendance Register of Bus Staff (Drivers & Conductors)
• List of Teachers availing Bus facility
• List of staff on Bus Duty.
• Route Map of (Bus Ply).
• Bus-wise Income &; expenditure Report.
• Bio-data / copy of driving license, Batch of drivers &; other

required documents.

• Cell Numbers and address of drivers / contractors
• Maintaining files for Challan, Road Tax, Route Permit, Insurance,

verification of driving license, Batch, Police verification Aaadhar

card & other documents.

• Make Rules and Regulations for the proper transportation of

students from home to School and back in safety including

carrying out test of drivers and helpers to ascertain their

competence.

• Ensure routing of buses to suit maximum number of parents.
• Ensure proper maintenance including cleanliness and

appearances of buses by carrying out, through a supervisor, a

daily visual check of all buses and school vehicles.

• Should make random checking at the gate to ensure that all buses

are coming on time.

• Should be attentive at the gate when all buses are coming in &;

going out of campus, Supervising Check-in / Check-out Timings of

Buses.

• Taking monthly meeting with the bus drives & attendants and

ensuring that they are following proper traffic & safety rules &

regulations.

• Handling parent's queries which are not attended by the bus Co-

ordinator.

• Visiting the bus routes as and when required.
• Follow up of the pending bus fees.

Store  Maintain Inventory report at the beginning and end of every academic

session

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 Maintaining &; supervising stock of equipment's &; material/products

required for housekeeping, transport, Security &other maintenance.

(date-wise)

 Smooth supply of material required for &; non-academic purpose for

housekeeping, transport, Security &other maintenance.

 Smooth functioning &Coordination with Store keeper & purchase office.

 Store keeper will report the admin for all stock material to admin.

Main Gate &

Security

 should make random checking at the gate to ensure that all support staff

are coming on time

 Security Attendance Register.

 Supervise the security functioning.

 Record of Permission Slips &; Gate Pass.

 Maintenance &; supervision of Visitors log book/Visitors Slips (School).

 Check-in / Check-out Timings of Support Staff, Housekeeping, Bus Staff.

 Security In-charge on duty as per shift will be responsible for check-out of

support staff & maintaining contact with the reception.

 Log book for the material going out from and coming in school.

 Ensure School functions smoothly or Students and other members are

safe all securities measures are in place in any abnormal situation or any

unwanted issue (Band, Strike, etc.)

 Accessing the reports on CCTV monitoring.

 Monthly &randomly Checking and signing the security registers. Random

check on inward and outward of materials.

Job Type: Full-time

Pay: ₹400, ₹450,000.00 per month

Benefits:

• Provident Fund

Work Location: In person