Position: Assistant Administration Officer
Institution: Reputed CBSE School (New & Upcoming Campus)
Department: Administration & School Operations
Reporting To: Head of School Operations / Administration Manager
Position Overview
The Assistant Administration Officer plays a key role in supporting the school's administrative and operational functions, ensuring the efficient day-to-day management of campus facilities, services, and administrative processes. The role involves coordinating with multiple departments, maintaining operational records, supervising support staff, assisting in procurement and vendor management, and ensuring a safe, clean, and well-organized learning environment.
The ideal candidate is proactive, detail-oriented, and capable of managing multiple responsibilities while maintaining high standards of professionalism and service.
Key Responsibilities
Administrative Support
- Assist the Head of School Operations in the daily administration of the school.
- Coordinate routine administrative activities to ensure smooth campus operations.
- Prepare reports, correspondence, circulars, notices, and other administrative documents.
- Maintain records, files, and operational documentation in both physical and digital formats.
- Support the implementation of school policies and standard operating procedures (SOPs).
Campus Operations
- Assist in monitoring the day-to-day functioning of school facilities.
- Coordinate with housekeeping, maintenance, security, transport, and front office teams to ensure uninterrupted operations.
- Conduct routine inspections of classrooms, offices, common areas, and campus facilities.
- Report maintenance issues and ensure timely resolution.
Facilities & Maintenance Coordination
- Coordinate preventive and corrective maintenance activities.
- Track maintenance requests and follow up with service providers.
- Ensure classrooms, laboratories, offices, and common areas are ready for daily operations.
- Monitor utility services such as electricity, water supply, HVAC, and sanitation.
Housekeeping & Hygiene
- Supervise housekeeping staff and outsourced service providers.
- Ensure cleanliness and hygiene standards across the campus.
- Monitor washrooms, classrooms, corridors, cafeterias, and outdoor spaces.
- Coordinate pest control and sanitation activities.
Vendor & Procurement Support
- Assist in obtaining quotations, preparing purchase requests, and coordinating procurement activities.
- Follow up with vendors for timely delivery of goods and services.
- Maintain vendor records, contracts, and Annual Maintenance Contracts (AMCs).
- Verify invoices and coordinate with the Finance Department for payment processing.
Asset & Inventory Management
- Maintain inventory records for furniture, equipment, office supplies, and operational assets.
- Assist in periodic physical verification of school assets.
- Track issuance, movement, maintenance, and disposal of assets.
- Ensure adequate stock levels of essential supplies.
Event & Logistics Support
Assist in organizing and coordinating operational arrangements for:
- Parent Orientation Programmes
- Parent-Teacher Meetings
- Annual Day
- Sports Day
- School Assemblies
- Workshops and Training Programmes
- Cultural Events
- Admissions Activities
- Board Examinations
- VIP Visits
Coordinate venue preparation, seating, logistics, and support services.
Compliance & Documentation
- Maintain records related to statutory compliance, maintenance, safety inspections, and vendor documentation.
- Assist in preparing documents for CBSE inspections and audits.
- Ensure administrative records are accurate, complete, and easily retrievable.
- Support implementation of safety and operational compliance measures.
Coordination with Departments
Work closely with:
- Principal's Office
- Academic Departments
- Human Resources
- Finance Department
- Transport Department
- Security Team
- IT Department
- Admissions Team
- Facilities Team
Ensure effective communication and coordination across departments.
Health & Safety
- Support implementation of school health and safety procedures.
- Monitor compliance with fire safety, emergency preparedness, and evacuation plans.
- Report unsafe conditions and coordinate corrective actions.
- Assist during emergency situations and campus safety drills.
Customer Service
- Provide courteous assistance to parents, staff, students, and visitors.
- Address routine administrative enquiries promptly.
- Escalate complex operational issues to the Administration Manager or Head of School Operations.
- Maintain professionalism and confidentiality in all interactions.
Qualifications
- Bachelor's degree in Business Administration, Commerce, Management, or a related discipline.
- Diploma or certification in Office Administration or Facility Management will be an advantage.
Experience
- 3–5 years of experience in administration, operations, office management, or facilities coordination.
- Experience in a school, educational institution, corporate office, hospitality, or healthcare environment is preferred.
- Experience with School ERP systems or administrative software will be an added advantage.
Technical Competencies
- Office Administration
- Facilities Coordination
- Vendor Management
- Procurement Support
- Inventory and Asset Management
- Documentation and Record Keeping
- Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- School ERP or Administrative Software
- Report Preparation
- Basic Budget Tracking
Pay: ₹50,000.00 - ₹60,000.00 per month
Benefits:
Education:
Experience:
- Facility management: 3 years (Preferred)
- school operations: 1 year (Preferred)
- Vendor management: 1 year (Preferred)
Location:
- Ghaziabad, Uttar Pradesh (Preferred)
Work Location: In person
