HR & Admin Manager

Job Description – HR & Administrative ManagerPallavi International School, Sagar Road

Position: HR & Administrative Manager

Location: Sagar Road Campus

Reporting to: Principal / Management

Employment Type: Full-Time

Role Overview

The HR & Administrative Manager is responsible for driving the entire non-academic operations of the school, ensuring efficiency, compliance, and smooth functioning of all administrative departments. This role demands strong leadership, operational planning, people management, and an ability to coordinate multiple support functions while upholding the school's standards of safety, discipline, and service excellence.

Key ResponsibilitiesA. HUMAN RESOURCE MANAGEMENT

1. Recruitment & Staffing

• Lead complete recruitment cycle for teaching support staff, admin staff, transport, housekeeping, security, IT technicians, and other non-academic roles.
• Conduct screening, interviews, reference checks, and onboarding.
• Maintain a strong talent pipeline and coordinate staffing as per school requirements.

2. Employee Records & Compliance

• Maintain updated HR files, employee database, attendance, leave records, and HR audits.
• Ensure compliance with labor laws, PF/ESI (if applicable), and HR statutory requirements.
• Issue appointment letters, contracts, warnings, circulars, and service records.

3. Payroll Coordination

• Prepare monthly attendance summaries, leave deductions, and overtime records.
• Coordinate with Accounts for accurate payroll processing.

4. Training & Performance Management

• Plan and implement staff appraisals for non-academic employees.
• Arrange professional development, behavioral training, and orientation sessions.

5. Employee Management & Conduct

• Manage grievances, disciplinary actions, and conflict resolution.
• Ensure adherence to school's code of conduct, grooming and discipline policies.

B. ADMINISTRATION & OPERATIONS MANAGEMENT

1. Front Office & Parent Relations

• Supervise reception operations, visitor management, call handling, and enquiry tracking.
• Monitor daily communication and ensure professional parent interactions.
• Support admissions team with required administrative coordination.

2. Transport Management

• Coordinate with transport in-charge on bus routes, timings, driver/attender deployment.
• Oversee vehicle maintenance, documentation, GPS monitoring, safety and compliance.
• Ensure adherence to student safety protocols in transport operations.

3. Housekeeping & Campus Upkeep

• Supervise housekeeping teams to maintain cleanliness, hygiene, and sanitization across campus.
• Conduct daily inspections and ensure timely upkeep of classrooms, washrooms, and common areas.

4. Security & Safety Management

• Oversee security operations including guards' deployment, gate logs, student movement, and visitor pass system.
• Ensure CCTV functioning, emergency protocols, fire safety audits, and compliance with child protection policies.

5. Infrastructure & Maintenance

• Oversee electrical, plumbing, civil, IT, and facility maintenance teams.
• Coordinate repairs, AMC schedules, vendor visits, and preventive maintenance activities.
• Ensure classrooms, labs, furniture, and equipment are in functional condition.

6. Procurement & Inventory Management

• Manage procurement of school supplies, uniforms, stationery, housekeeping materials, and operational stock.
• Identify vendors, negotiate pricing, prepare purchase orders, and track deliveries.
• Maintain inventory registers and stock audits regularly.

7. Event & Logistics Coordination

• Manage logistics for school events, celebrations, examinations, PTMs, competitions, and administrative functions.
• Ensure timely arrangement of stage setups, seating, sound systems, discipline management, and support staff deployment.

8. Transport, Security, Housekeeping, IT & Support Staff Oversight

• Daily supervision of all supporting departments with duty rosters, performance monitoring, and discipline enforcement.
• Ensure readiness of all admin departments for smooth school operations.

C. GOVERNANCE, POLICIES & STATUTORY COMPLIANCE

• Ensure compliance with CBSE guidelines for non-academic operations.
• Maintain documentation required for inspections, safety audits, fire NOCs, transport records, and infrastructure checks.
• Prepare MIS reports, administrative summaries, and management dashboards.
• Coordinate with government authorities for licenses, renewals, and regulatory requirements.

D. OTHER KEY RESPONSIBILITIES

• Support admissions and marketing activities from an operational standpoint.
• Manage emergency handling, crisis response, and incident reporting.
• Drive continuous improvements in systems, SOPs, and service delivery.
• Ensure alignment of all administrative operations with the ethos and standards of Pallavi International School.

Qualifications & Experience

• Bachelor's/Master's in HR, Business Administration, or related field.
• Minimum 5–10 years of experience in HR/Admin, preferably in a school or institutional environment.
• Strong leadership, communication, and problem-solving skills.
• Ability to multitask and manage high-pressure operational demands.
• Proficiency in MS Office, ERP/HRMS tools, documentation, and reporting.

Key Attributes

• High integrity and professionalism
• Excellent people and operations management skills
• Strong planning, coordination, and execution ability
• Crisis-handling and decision-making capabilities
• Positive attitude and collaborative approach

Job Types: Full-time, Permanent

Pay: ₹25, ₹50,000.00 per month

Benefits:

• Cell phone reimbursement
• Health insurance
• Paid time off
• Provident Fund

Work Location: In person