Role Purpose
The Head of Administration will be responsible for the overall administration, facilities management, infrastructure, statutory and operational compliances, vendor and AMC management, classroom scheduling, security, housekeeping, and day-to-day operational effectiveness of the Mumbai campus.
The role requires a hands-on and highly organized professional who can ensure that the campus provides a safe, compliant, well-maintained, efficient, and professional learning and working environment for students, faculty, staff, visitors, and other stakeholders.
Key Responsibilities
1. Campus Administration & Operations
· Lead and manage the overall day-to-day administration and operations of the Mumbai campus.
· Ensure smooth functioning of all campus facilities, infrastructure, classrooms, offices, common areas, meeting rooms, faculty areas, and student facilities.
· Establish and monitor administrative processes, SOPs, checklists, and service standards.
· Conduct regular campus inspections to identify maintenance, safety, cleanliness, and infrastructure requirements.
· Coordinate administrative requirements for academic activities, examinations, meetings, conferences, seminars, workshops, student activities, and institutional events.
· Act as the primary point of coordination for campus-related operational and administrative matters.
· Ensure administrative issues and service requests are resolved within defined timelines.
2. Facilities & Infrastructure Management
· Take complete responsibility for facilities management across the campus.
· Manage preventive and corrective maintenance of:
o Air-conditioning/HVAC systems
o Electrical systems
o Plumbing and water supply
o DG/UPS/power backup systems
o Elevators/lifts, where applicable
o Fire-fighting and fire alarm systems
o CCTV and access-control systems
o Furniture and fixtures
o Classroom infrastructure
o AV equipment and related infrastructure
o General civil and repair works
· Maintain preventive maintenance calendars and ensure maintenance is completed on schedule.
· Ensure timely resolution of breakdowns and minimize disruption to academic and administrative activities.
· Maintain asset records and coordinate physical verification of assets.
3. AMC & Vendor Management
· Manage all Annual Maintenance Contracts (AMCs) and service contracts for campus equipment and facilities.
· Maintain a centralized AMC tracker covering vendor details, scope, contract value, start/end dates, renewal dates, service frequency, and performance.
· Ensure timely renewal of critical AMCs and service agreements.
· Obtain quotations, conduct comparative evaluations, negotiate commercials, and recommend vendors in accordance with institutional procedures.
· Monitor vendor performance against agreed SLAs and service standards.
· Verify vendor invoices against completed work/service reports before forwarding them for payment.
· Develop and maintain a reliable database of vendors and service providers.
· Ensure appropriate documentation, approvals, agreements, work orders, and records are maintained for all vendors.
4. Statutory & Regulatory Compliance
· Ensure that the campus complies with all applicable statutory, regulatory, safety, and local authority requirements.
· Maintain a comprehensive compliance calendar with due dates, renewal requirements, ownership, and status.
· Coordinate renewals, inspections, certifications, licences, and permissions applicable to campus operations.
· Oversee compliance relating to areas such as:
o Fire and life safety
o Building and premises requirements
o Electrical safety
o Lift/elevator compliance, where applicable
o Shops & Establishments requirements, where applicable
o Contract labour and vendor-related compliances
o Security and housekeeping manpower compliances
o Waste disposal and environmental requirements
o Other applicable municipal/local authority requirements
· Maintain proper documentation and records for statutory inspections and audits.
· Coordinate with consultants, government authorities, auditors, building management, and internal departments as required.
· Ensure vendors deployed on campus comply with applicable labour laws, insurance, statutory registrations, and safety requirements.
5. Classroom Scheduling & Management
· Coordinate with the Academic/Program teams for preparation and implementation of the classroom timetable and allocation schedule.
· Allocate classrooms based on batch size, program requirements, faculty schedules, and infrastructure requirements.
· Maintain an updated master classroom schedule to prevent clashes or double bookings.
· Coordinate last-minute classroom changes and communicate updates to relevant stakeholders.
· Ensure classrooms are ready before commencement of sessions, including:
o Seating arrangements
o Cleanliness
o Air-conditioning
o Lighting
o Projectors/displays
o Audio-visual equipment
o Internet/connectivity support coordination
o Whiteboards and classroom supplies
· Coordinate with IT/AV teams for technical support during lectures, guest sessions, examinations, and events.
· Monitor classroom utilization and recommend improvements to optimize space.
6. Housekeeping & Hygiene Management
· Supervise housekeeping services across classrooms, offices, washrooms, common areas, faculty rooms, meeting rooms, and other campus facilities.
· Establish daily, weekly, and periodic cleaning schedules and checklists.
· Conduct regular inspections and ensure required hygiene and cleanliness standards are maintained.
· Ensure availability and proper inventory of housekeeping consumables and supplies.
· Monitor housekeeping manpower deployment, attendance, uniforms, grooming, and service quality.
· Coordinate pest-control and deep-cleaning activities.
7. Security, Safety & Emergency Preparedness
· Manage campus security operations, including deployment and performance of security personnel.
· Monitor visitor management, access control, CCTV operations, material movement, and campus entry/exit procedures.
· Ensure emergency contact information, escalation matrices, and evacuation procedures are current.
· Coordinate periodic fire drills, evacuation drills, and emergency-response exercises.
· Ensure fire extinguishers, emergency exits, signage, alarms, and other safety equipment are maintained and inspected as required.
· Record, investigate, and report security/safety incidents and implement corrective measures.
· Promote a strong safety culture across campus operations.
8. Procurement & Inventory Management
· Coordinate procurement of administrative, facility, office, classroom, and operational requirements.
· Obtain quotations and conduct vendor comparisons as per approved procurement procedures.
· Maintain appropriate stock levels for stationery, consumables, housekeeping material, classroom supplies, and other administrative items.
· Maintain inventory and stock registers and conduct periodic physical verification.
· Identify opportunities for cost optimization without compromising service quality.
9. Event & Academic Support
· Provide administrative and logistical support for orientations, convocations, seminars, workshops, conferences, guest lectures, examinations, student activities, and other campus events.
· Coordinate venue/classroom setup, seating, housekeeping, security, AV requirements, refreshments, transportation, signage, and vendor support.
· Prepare event-specific operational plans and ensure smooth execution.
10. Transport, Travel & Logistics
· Coordinate transportation requirements for faculty, guests, students, and official institutional activities as required.
· Manage empanelled transport vendors and monitor service quality and commercial terms.
· Coordinate courier, dispatch, material movement, and other logistical requirements.
· Ensure proper documentation and authorization for movement of institutional assets/material.
11. Budgeting & Cost Control
· Assist in preparation of the annual administration and facilities budget.
· Monitor actual expenditure against approved budgets.
· Maintain records of recurring expenses, AMC costs, utilities, repairs, maintenance, and administrative expenditure.
· Identify cost-saving opportunities through vendor negotiations, consolidation, preventive maintenance, and efficient resource utilization.
· Provide regular MIS on administration and facility expenses to management.
12. Team Management
· Lead, supervise, and develop the campus administration and facilities team.
· Manage outsourced manpower including security, housekeeping, technicians, drivers, and other support staff.
· Define responsibilities and performance standards for team members.
· Review attendance, deployment, discipline, grooming, and performance of outsourced staff.
· Conduct regular team meetings and ensure proper allocation and follow-up of responsibilities.
13. Stakeholder Management
· Work closely with Academic, IT, HR, Finance, Student Services, Admissions, Marketing, and other departments.
· Coordinate with faculty and academic teams to understand operational requirements.
· Maintain professional relationships with landlords/building management, vendors, government authorities, consultants, and service providers.
· Handle escalations relating to campus infrastructure and administrative services promptly and professionally.
14. MIS, Documentation & Reporting
Submit periodic Administration & Facilities MIS reports to management covering operational status, pending issues, compliance status, expenses, major repairs, vendor performance, and risks requiring management attention.
Qualification & Experience
· Graduate in any discipline; postgraduate qualification in Administration, Operations, Facilities Management, Business Management, or a related field would be preferred.
· Approximately 7-10 years of relevant experience in administration, facilities, campus operations, corporate administration, or institutional administration.
· Experience in a university, business school, educational institution, large corporate office, hospitality environment, or multi-functional facility would be preferred.
· Strong experience in facilities, AMC, vendor, compliance, security, housekeeping, and infrastructure management.
· Experience managing outsourced manpower and multiple service vendors.
· Strong working knowledge of MS Excel, Word, PowerPoint, MIS reporting, and administrative tracking systems
Preferred Candidate Profile
The ideal candidate should be a hands-on administration leader with strong ownership of campus operations. The individual should be comfortable moving between strategic planning and ground-level execution and should have the ability to anticipate operational risks before they affect students, faculty, or academic schedules.
The role requires a professional who is service-oriented, process-driven, cost-conscious, compliance-focused, responsive, and capable of maintaining high standards of campus infrastructure and administration at all times.
Pay: ₹1,500,000.00 - ₹2,000,000.00 per year
Work Location: In person
