Head of Administration

JOB PROFILE

The Head / Lead of Administration will be the overall in-charge of the organization's offices, guest houses, campuses, and support services. This role requires a strong, proactive leader who can plan, execute, and supervise administrative functions at a strategic and operational level. The position demands high accountability, attention to detail, and the ability to lead multiple teams across geographies.

JOB RESPONSIBILITY

Responsibilities include but are not limited to:

Office & Campus Management:

Lead overall administration of offices at Harmara, Kushinagar, and Solan.

Ensure offices are fully functional with uninterrupted electricity, water, internet, and other utilities.

Implement housekeeping standards (cleanliness, waste management, landscaping, sanitation).

Oversee office layout, space management, seating arrangements, and ergonomic work environment.

Supervise stationery, printing, courier, filing, and record-keeping systems.

Ensure legal and statutory compliances (leases, licenses, registrations, rent agreement, service agreement etc).

Act as the first point of escalation for any administrative issue.

Guest House & Hospitality Management:

Manage organization's guest houses end-to-end (bookings, upkeep, guest services).

Maintain High standards of hygiene, comfort, and hospitality.

Train guest house staff (caretakers, cooks, attendants) in service etiquette, hygiene & safety.

Oversee catering for guests, ensuring quality food, dietary preferences, and timely service.

Maintain inventory & supplies (linen, toiletries, kitchenware, groceries).

Establish SOPs for: Guest check-in/check-out. Catering & dining services.

Feedback & grievance handling

Ensure security and privacy of guests at all times.

Conduct periodic guest house audits to maintain standards.

Mess & Dining Management:

Supervise trainee/staff mess facilities.

Ensure nutritious meals are prepared hygienically and served on time.

Monitor groceries, storage, and kitchen equipment.

Develop cost control measures without compromising on quality.

Infrastructure, Maintenance & Construction:

Monitor progress of ongoing construction projects within the campus.

Coordinate with contractors, architects, and engineers.

Supervise repair and maintenance (electrical, plumbing, civil works, etc.).

Human Resource Supervision (Admin & Support Staff):

Lead teams including admin staff, housekeeping, drivers, technicians, IT support, and mess staff.

Develop duty rosters, assign responsibilities, and track performance.

Ensure discipline, punctuality, and professionalism among support staff.

Provide training on safety, customer service, and organizational culture.

Financial & Resource Management

Prepare and manage administrative budgets for offices, guest houses, and campuses.

Ensure timely processing of bills, vendor payments, and reimbursements.

Maintain transparent documentation of contracts, agreements, and expenses.

Negotiate with vendors for cost efficiency.

IT & Digital Systems Oversight:

Supervise IT staff assigned by the organization.

Ensure smooth functioning of IT systems, internet, servers, and digital tools.

Asset tracking and visitor management record in Excel.

Oversee Admin Email IDs and IT support team operations.

Maintain data security, backup, and digital protocols.

Procurement & Inventory Management:

Lead procurement for groceries, office supplies, equipment, and services.

Maintain centralized vendor database and enforce procurement policies.

Implement inventory control systems (stock registers, audit trails).

Prevent wastage and pilferage.

Conduct periodic audits and ensure proper tagging.

Vehicle & Travel Management:

Supervise the organization's vehicle fleet including servicing, fuel tracking, and logbooks.

Manage travel arrangements (tickets, transport, accommodation) for staff, trainees, and guests.

Ensure drivers are trained, disciplined, and follow safety protocols.

Safety & Security Management:

Develop and implement comprehensive security protocols across all campuses.

Manage security personnel, CCTV systems, and access control.

Conduct fire safety, first aid, and emergency evacuation drills.

Ensure safety of residents, trainees, staff, and visitors at all times.

SKILLS:

Communication and Interpersonal Skills

Strong background in guest house/hospitality management is essential.

Experience in supervising multiple campuses/offices is highly desirable.

Excellent leadership, organizational, and negotiation skills.

Strong IT literacy (Excel, MIS, digital systems).

Fluency in Hindi and English; knowledge of regional languages (preferred)

EDUCATION AND EXPERIENCE:

Education: Graduate/Postgraduate in Administration, Management, Hospitality, or related discipline.

Experience: 5+ years of proven experience in administration.

LOCATION:

The position will be based on EMPBindi International Association, Tilonia-Harmada Road, Village Harmada, 305812, District Ajmer, Rajasthan, India

Job Types: Full-time, Permanent

Pay: ₹25, ₹30,000.00 per month

Benefits:

• Health insurance
• Provident Fund

Work Location: In person

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