Job Summary
The Admin Event Manager is responsible for planning, coordinating, and executing all institutional events while ensuring seamless administrative support across campus operations. The role includes event management, manpower planning, vendor coordination, inventory management, academic logistics, examination support, branding coordination, budget management, procurement, and facility support. The incumbent will work closely with academic, operations, HR, marketing, and finance teams to ensure efficient execution of administrative functions.
Key Responsibilities
1. Event Planning & Coordination
- Plan, organize, and execute all institutional events including:
- Academic events
- Conferences
- Seminars
- Workshops
- Convocations
- Cultural and sports events
- VIP visits
- Student engagement activities
- Prepare event budgets and timelines.
- Coordinate with internal departments and external vendors.
- Ensure venue readiness, logistics, seating, catering, transportation, security, housekeeping, and technical arrangements.
- Conduct post-event evaluation and reporting.
2. Manpower Hiring & Training (Administration)
- Identify manpower requirements for the administration department.
- Coordinate recruitment of administrative and support staff.
- Participate in interviews and onboarding.
- Develop training schedules for housekeeping, peons, security, drivers, and support staff.
- Monitor staff productivity and service quality.
3. Academic Support & Shifting
- Coordinate classroom shifting and departmental relocation.
- Ensure timely setup of furniture, IT equipment, and teaching aids.
- Support academic departments during semester commencement and special activities.
- Coordinate infrastructure requirements for academic operations.
4. Inventory Management
- Maintain inventory of administrative assets and consumables.
- Ensure proper stock levels of office supplies and event materials.
- Conduct periodic stock verification.
- Maintain asset registers.
- Coordinate issue and return of inventory items.
5. Examination Requirements
- Coordinate administrative arrangements for examinations.
- Arrange examination halls, furniture, stationery, and logistics.
- Ensure confidentiality and timely availability of examination materials.
- Coordinate manpower deployment during examinations.
- Support examination committee in smooth execution.
6. Branding & Campus Presentation
- Coordinate campus branding activities.
- Ensure proper display of institutional branding materials.
- Arrange banners, standees, directional signage, and event branding.
- Coordinate with Marketing for branding requirements during events.
- Maintain aesthetic standards across the campus.
7. Budget & Procurement for Academic Requirements
- Prepare annual and event-wise administrative budgets.
- Manage procurement of academic and administrative materials.
- Obtain quotations and vendor comparisons.
- Ensure procurement complies with institutional policies.
- Monitor expenditure against approved budgets.
- Coordinate with Finance for purchase approvals and payments.
8. Support Staff (Peon) Deployment & Management
- Plan deployment of peons and support staff across departments.
- Prepare duty rosters and shift schedules.
- Monitor attendance, discipline, and performance.
- Resolve manpower allocation issues.
- Ensure timely replacement during absenteeism.
- Maintain optimum manpower utilization.
9. Vendor Management
- Identify and empanel vendors.
- Negotiate contracts and pricing.
- Monitor vendor performance.
- Ensure SLA compliance.
- Coordinate annual maintenance and service contracts.
10. Administrative Operations
- Ensure smooth day-to-day administration.
- Coordinate housekeeping, transport, security, and maintenance.
- Maintain compliance with institutional administrative standards.
- Prepare monthly MIS and reports.
- Handle emergency administrative requirements.
Key Performance Indicators (KPIs)
- Successful execution of institutional events.
- Event execution within approved budget.
- Timely manpower hiring and deployment.
- Inventory accuracy and stock availability.
- Zero disruption during examinations.
- Timely completion of procurement.
- Efficient utilization of support staff.
- Vendor performance and SLA compliance.
- Campus presentation and branding standards.
- Stakeholder satisfaction with administrative services.
Required Qualifications
- Bachelor's degree in Business Administration, Event Management, Hospitality Management, or a related field.
- Master's degree preferred.
Experience
- 5–8 years of experience in Administration and Event Management.
- Experience in educational institutions, universities, or large corporate environments is preferred.
- Proven experience managing large-scale events and administrative operations.
Required Skills
- Event planning and execution
- Administrative operations management
- Vendor management and negotiation
- Budgeting and cost control
- Procurement management
- Inventory management
- Team leadership and manpower planning
- Project management
- Excellent communication and interpersonal skills
- Problem-solving and decision-making
- Time management and multitasking
- MS Office (Excel, Word, PowerPoint)
- ERP/Administration software knowledge
ob Type: Full-time, Permanent
Salary: ₹45,000.00 - ₹55,000.00 per month
Schedule: Day shift
Ability to commute/relocate:
Mohali, Punjab: Reliably commute or planning to relocate before starting work (Required)
Education:
- Bachelor's degree in Business Administration, Event Management, Hospitality Management, or a related field.
- Master's degree preferred.
Experience :
- 5–8 years of experience in Administration and Event Management.
- Experience in educational institutions, universities, or large corporate environments is preferred.
- Proven experience managing large-scale events and administrative operations.
Supplemental Pay:
- Performance bonus
- Yearly bonus
Work Location : In person
Speak with the employer : 9875913163
Email ID : [email protected]
Pay: ₹45,000.00 - ₹55,000.00 per month
Work Location: In person
