Job title: Administration Officer
Purpose
The Administrative Officer serves as a key contact for employees to ensure the smooth functioning of administrative and facility operations at NCDOE. The role is responsible for coordinating services such as Partner on boarding, procurement support, admin invoicing, facility upkeep, housekeeping, travel arrangements, event logistics, security coordination, and office supplies management.
Duties & Responsibilities
Procurement & Vendor Coordination
- Prepare and process Purchase Requisitions (PR) and coordinate with the central Admin team for procurement and timely delivery of required materials and services.
- Coordinate with vendors and internal stakeholders for service delivery related to administrative and facility requirements.
Manage and monitor Annual Maintenance Contracts (AMCs) and rate contracts for facility services including maintenance, security, housekeeping, waste management, and energy management.
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Partner Onboarding & Documentation
Review and verify documentation for onboarding new partners and updating details of existing partners to ensure compliance and accuracy.
Issue program and community licenses to Authorized Enrollment Partners (AEPs) and maintain records of agreements, renewals, and related MIS documentation.
Facility Maintenance & Infrastructure Support
- Assist the HOD in developing and implementing preventive maintenance programs for facility infrastructure, equipment, and systems.
Coordinate with maintenance staff and external contractors for repairs, renovations, and infrastructure upgrades to ensure operational efficiency.
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Financial & Invoice Management
- Verify and process Pan-India invoices, petty cash settlements, travel expenses, and local conveyance claims in line with institutional procedures.
Assist the Admin team in invoice processing, documentation verification, system entries, and follow-ups with the Finance & Accounts department. Support preparation and monitoring of the facility administration budget, including operational and maintenance expenses.
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Administrative Operations Support (Backup to Admin Coordinator)
- Provide backup support to the Admin Coordinator in managing day-to-day administrative operations including office facility management, staff travel arrangements, and coordination of meetings, conferences, and institutional events.
Assist in ensuring smooth functioning of office facilities, travel logistics (flight/train/cab bookings, accommodation, local transport), meeting room allocation, and event logistics such as venue coordination, catering arrangements, and material preparation to support seamless institutional operations.
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Dimensions:
This is individual contributor role.
Requirements- Skills & Competencies:
- Ability to organize and priorities own work to meet tight deadlines.
- Be able to maintain confidentiality as dealing with marks of the student
- High level of accuracy, punctuality, attention to detail & multitasking ability
- Excellent communication skills, both written and oral.
- Strong IT ability, including proficiency in MS Excel & adoption of new technologies
- Excellent customer service skills and professional manner.
- Flexibility and ability to respond to changing priorities.
- Effectively uses variety of office equipment such as a Desktop/Laptop, photocopier, Scan etc.
- Positive, enthusiastic attitude and team player
Qualification
Graduate
Experience
- 5 to 10 years of proven experience in facility management, travel coordination & office administration including managing multiple facilities
