Designation: Admin Executive
Department: Administration
Location: Karnataka
Reporting To: GM - Administration
Role Overview
The Admin Executive will be responsible for managing the day-to-day administrative operations of the Pre-University College and ensuring a safe, efficient, and well-organised campus environment. The role involves coordination with students, parents, faculty, staff, vendors, and external agencies while ensuring timely completion of administrative activities and documentation.
Key Responsibilities1. Campus Administration
- Manage day-to-day administrative activities of the college.
- Ensure smooth functioning of classrooms, staff rooms, laboratories, common areas, reception and other facilities.
- Coordinate with housekeeping, security, maintenance and support staff.
- Monitor cleanliness, hygiene, safety and overall upkeep of the campus.
- Ensure availability of stationery, office supplies and other administrative requirements.
- Maintain records of assets, equipment and administrative inventory.
2. Student & Parent Support
- Handle student and parent queries related to administrative matters.
- Coordinate student documentation, certificates, applications and other administrative requirements.
- Support the admission team during admission and enrolment processes.
- Maintain student records and ensure timely updating of relevant information.
- Coordinate communication related to college events, examinations, holidays and other administrative matters.
3. Faculty & Staff Coordination
- Provide administrative support to teaching and non-teaching staff.
- Coordinate joining formalities and documentation for new employees.
- Maintain attendance and leave-related records as required.
- Coordinate staff requirements with the HR/Admin team.
- Support the Principal and management with administrative reports and information.
4. Board & Statutory Coordination
- Maintain records and documentation required for Pre-University College operations.
- Coordinate with relevant education authorities and external agencies as instructed by the Principal/Management.
- Support preparation and submission of required documents, applications and reports within timelines.
- Maintain records related to inspections, permissions, registrations and statutory requirements.
- Ensure that administrative records are properly filed and readily available for audits or inspections.
5. Facilities & Maintenance
- Raise and follow up on maintenance requirements related to electrical, plumbing, civil, furniture, equipment and other campus facilities.
- Coordinate with service providers and vendors for timely resolution of issues.
- Maintain records of maintenance activities and service schedules.
- Monitor AMC renewals and service requirements.
- Escalate critical infrastructure and safety concerns to the reporting manager.
6. Procurement & Vendor Management
- Coordinate procurement of stationery, office supplies, housekeeping materials and other administrative requirements.
- Obtain quotations and coordinate with approved vendors as per organisational processes.
- Track purchase orders, deliveries and invoices.
- Maintain vendor records and coordinate payment documentation with the finance team.
- Monitor stock levels and ensure timely replenishment.
7. Events & College Activities
- Provide administrative support for college events, meetings, seminars, workshops, examinations and other activities.
- Coordinate logistics such as venue arrangements, seating, stationery, equipment and refreshments.
- Support transportation and other arrangements for college programmes when required.
- Coordinate with internal departments and external vendors for successful execution of events.
8. Safety & Security
- Coordinate with security personnel to ensure effective access control and visitor management.
- Maintain visitor and vendor records.
- Support implementation of campus safety and emergency procedures.
- Coordinate with relevant teams during emergencies or incidents.
- Ensure basic safety equipment and emergency arrangements are maintained.
9. Documentation & MIS
- Maintain administrative files, registers, records and correspondence.
- Prepare periodic administrative reports and MIS for the Principal/Management.
- Maintain records of assets, inventory, vendors, maintenance, attendance and other administrative activities.
- Ensure proper filing and retrieval of documents.
- Maintain confidentiality of student, employee and institutional information.
10. General Administration
- Handle correspondence, emails, phone calls and official communication related to administration.
- Coordinate meetings and appointments for the Principal/administrative team when required.
- Assist the Principal and management in implementing administrative decisions.
- Ensure timely closure of assigned administrative tasks.
- Take up additional responsibilities as assigned by the Principal or Management.
Key Performance Indicators (KPIs)
- Smooth and timely execution of daily administrative operations.
- Timely resolution of maintenance and facility-related issues.
- Accuracy and completeness of administrative records.
- Effective vendor and procurement coordination.
- Timely completion of statutory and institutional documentation.
- Student, parent and staff service responsiveness.
- Campus cleanliness, safety and operational readiness.
- Timely submission of MIS and administrative reports.
Qualifications
- Graduate degree in any discipline.
- Additional qualification in Administration / Management / Operations will be an advantage.
- Proficiency in MS Office, Google Workspace and basic MIS/reporting tools.
Experience
- 2–5 years of experience in administration, preferably in a school, Pre-University College, educational institution or similar environment.
- Experience in handling vendors, facilities, documentation and campus operations will be preferred.
Key Competencies
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Good coordination and follow-up skills.
- Problem-solving and decision-making ability.
- Ability to manage multiple tasks and priorities.
- Attention to detail and accuracy.
- Proficiency in MS Office and administrative systems.
- Professional and student-friendly approach.
- Ability to work effectively with faculty, students, parents, vendors and management.
Pay: ₹25,000.00 - ₹30,000.00 per month
Benefits:
- Paid sick time
- Provident Fund
Work Location: In person
