Manager - Administration & Operations

Position Responsibilities:

Infrastructure & Facility Management :

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• Oversee and manage all school facilities to ensure a safe, clean, functional, and aesthetically pleasing environment conducive to learning
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• Ensure uninterrupted utilities and systems including electricity, water supply, sanitation, power backup, fire protection, security systems, sewage treatment, water purification, and waste management
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• Plan, coordinate, and supervise repairs, preventive maintenance, renovations, and campus development projects
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• Manage and maintain school buildings, grounds, utilities, and facilities to meet safety, operational, and aesthetic standards
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• Ensure efficient use of space, assets, equipment and infrastructure
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• Oversee housekeeping, horticulture, janitorial, workplace services, and campus cleanliness standards
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Administrative Operations & MIS:

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• Develop, implement, and monitor efficient administrative systems, SOPs, and operational manuals
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• Oversee documentation, records management, data integrity, and administrative audits
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• Develop and manage MIS for daily operations, budgeting, compliance and reporting
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• Generate monthly/quarterly/annual operational and management reports for senior leadership review
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Financial Management & Resource Optimization:

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• Manage allocation and optimal utilization of administrative resources
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• Prepare administrative and operational budgets, monitor income and expenditure, and ensure cost-effectiveness
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• Maintain financial records related to administration, transport, facilities, and stores
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• Promote sustainability, international-mindedness, and inclusive practices within campus operations
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Vendor, Procurement & Stores Management:

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• Liaise with vendors and service providers for security, housekeeping, maintenance, transport, catering, and supplies
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• Negotiate contracts, monitor SLAs, and ensure quality service delivery
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• Evaluate and empanel vendors as required
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• Manage procurement, inventory control, monthly reconciliation, and optimum utilization
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• Ensure transparency, compliance, and cost-effectiveness in procurement processes
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Security & Safety Management:

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• Implement, monitor, and continuously improve campus security systems and protocols
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• Ensure protection of students, staff, visitors, and high-value assets
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• Oversee security personnel, their deployment, and regular training
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• Ensure compliance with health, safety, fire, and premises safety norms
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• Conduct regular safety drills and emergency preparedness exercises
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Transport Management:

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• Supervise school transport operations ensuring safety, efficiency, and regulatory compliance
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• Manage route planning, vehicle deployment, driver documentation, and vehicle maintenance
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• Maintain transport-related documentation and expenditure records in coordination with the Transport In-charge
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Compliance & Legal Matters:

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• Ensure compliance with all statutory and regulatory requirements including:
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• PF, ESI, TDS, labour laws
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• Transport regulations
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• Health, hygiene, and fire safety
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• State Education Board and CBSE norms
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• Manage documentation for licenses, permits, audits, and inspections
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• Conduct regular compliance audits and implement corrective actions timelines
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Staffing, Training, Support & Welfare:

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• Manage support staff and third-party personnel
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• Identify training needs and arrange training programs for administrative, security, and transport staff
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• Monitor staff health, safety, and welfare in collaboration with HR
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• Foster a culture of professionalism, accountability, continuous learning and operational excellence
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Student & Staff Services:

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• Oversee administrative support related to:
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• Admissions
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• Examinations
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• School catering
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• Travel for school trips
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• General administration and student services
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• Address operational and administrative concerns impacting student and staff well-being
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Event Support & Visitor Management:

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• Plan, organize, and coordinate school events, meetings, and functions
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• Collaborate with academic and support departments to manage logistics
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• Develop and enforce visitor management procedures ensuring security compliance
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Communication & Stakeholder Liaison:

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• Act as a liaison between school management, parents, vendors, and external stakeholders
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• Manage official communications, notices and correspondence
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• Support school outreach, branding and communication initiatives
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IT Resources, Library & Technology Integration:

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• Ensure effective functioning of Reception systems, IT Resource Centres, IT Labs, and Library
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• Oversee maintenance, audits, and upgrades of administrative and operational IT systems
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• Identify and implement technology solutions to enhance efficiency, communication, and data management
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• Conduct regular audits (monthly/quarterly/annual) of IT resources and library facilities
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Emergency Response Planning:

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• Develop, review, and update emergency response and disaster management plans
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• Coordinate with internal and external stakeholders for preparedness
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• Conduct drills, training sessions, and evaluations to ensure readiness
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• Ensure readiness for unforeseen events and crisis situations
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Candidate Profile

Qualifications and Experience

Education: Graduate/Postgraduate in Administration, Management, or a related field

Experience: Minimum 10–15 years of relevant experience in startups/ mid- sized corporates/ business units/ school administration/ facilities, or operations management. Experience in handling large campuses/ business units, compliance frameworks, and multi-vendor environments preferred

Competencies Required

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• Strong leadership and people management skills
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• Knowledge of statutory compliances and school regulations
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• Budgeting, Financial Planning & Cost Control
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• Vendor and contract management
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• Crisis Management, Problem-solving & Decision-Making
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• Excellent communication and coordination abilities
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• Proficiency in MIS and administrative systems
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• Technology-driven administrative mindset
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Personal Attributes

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• Strategic & Cultural Fit
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• High integrity and ethical standards with strong compliance orientation
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• Calm under pressure, with the ability to handle crises and emergencies effectively
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• Detail-oriented yet capable of maintaining a strategic, big-picture perspective
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• Proactive and solution-driven, anticipating issues before they escalate
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• Organized, disciplined, and process-oriented in approach.
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• Resilient and adaptable to changing regulatory, academic, and operational demands
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• Technology-driven administrative mindset
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