Job Designation: Coordinator
Job Summary:
The Coordinator is responsible for the effective administration and day-to-day operations of the hostel, ensuring a safe, disciplined, and student-friendly residential environment. The role includes statutory compliance, student welfare, facility management, vendor coordination, inventory management, and administrative support while maintaining high standards of operational efficiency and service delivery. The incumbent will also coordinate with internal departments and external service providers to ensure smooth functioning of hostel operations.
Ensure compliance with UGC anti-ragging regulations by implementing and monitoring a zero-tolerance policy towards ragging.
Address student grievances, interpersonal conflicts, and welfare concerns, and escalate serious matters to the concerned authorities.
Coordinate emergency response procedures for medical emergencies, fire incidents, and security-related situations in collaboration with campus authorities.
Maintain records of student movement, room allotments, occupancy, and other statutory documentation.
Ensure adherence to institutional policies, hostel rules, and safety protocols.
Monitor daily student attendance, evening curfew compliance, leave applications, and out-of-campus travel permissions.
Coordinate room allotments, room changes, seasonal occupancy planning, and guest house bookings.
Conduct inventory verification during student check-in and check-out and facilitate issuance of No Dues Certificates.
Maintain hostel records, registers, and reports related to occupancy, discipline, maintenance, and student activities.
Serve as the primary point of contact for parents regarding student welfare, unauthorized absences, and disciplinary matters.
Coordinate and supervise outsourced service providers for housekeeping, laundry, Wi-Fi, electrical, plumbing, pest control, and other facility-related services.
Conduct periodic inspections of hostel facilities to ensure cleanliness, hygiene, safety, and operational efficiency.
Monitor kitchen and dining operations through surprise inspections to ensure food quality, hygiene, portion control, and compliance with institutional standards.
Record infrastructure defects and coordinate with the maintenance team to ensure timely repairs and preventive maintenance.
Monitor vendor performance and ensure adherence to service level agreements.
Coordinate and supervise student-led committees, including the Hostel Mess Committee and Hostel Disciplinary Committee.
Encourage student participation in hostel activities and promote a healthy residential environment.
Organize orientation programmes, awareness sessions, and community engagement initiatives for hostel residents.
Foster discipline, inclusivity, and student well-being within the hostel community.
Prepare periodic reports related to hostel occupancy, incidents, maintenance, inventory, and compliance.
Coordinate with academic, administration, security, medical, and other departments for effective hostel operations.
Perform other administrative responsibilities assigned by the reporting authority.
Be willing to work in rotational shifts as per institutional requirements
Educational Qualifications
Professional Certifications
Certification in Hotel/Hostel Administration, Facility Management, Fire & Safety, First Aid, or related fields will be an added advantage
Minimum 5 years of experience in coordination, administration, handling, organizing, and managing activities related to hostel, hotel, residential facilities, or similar operations.
Experience in educational institutions, universities, hotels, or large residential establishments will be preferred.
Experience in coordinating multidisciplinary teams and managing service vendors is desirable.
Excellent communication and interpersonal skills.
Strong coordination and organizational abilities.
Knowledge of hostel administration, facility management, and general administration.
Ability to handle student concerns with empathy, professionalism, and confidentiality.
Good problem-solving and decision-making skills.
Strong vendor management and supervision capabilities.
Working knowledge of MS Office and hostel/property management software.
Ability to prepare reports and maintain administrative records.
Strong leadership, conflict resolution, and stakeholder management skills.
Ability to work under pressure and manage emergency situations effectively.
Willingness to work in rotational shifts, including weekends and holidays, as per operational requirements.
Ability to work efficiently in a fast-paced environment while maintaining quality and accuracy.
