Podar International School
Website:
podareducation.org
Job details:
Podar International School is looking for Administrative Officer as per following
- Department: Administration
- Reports To: Principal / GM
- Location: Gandhidham | Bhuj | Kutch District
Position Summary
The Administrative Officer is responsible for the smooth and efficient functioning of the school's administrative operations, facility management, transport operations, statutory compliance, vendor coordination, and support services. The role ensures a safe, well-maintained, and conducive learning environment for students and staff while maintaining operational excellence.
Key Responsibilities
1. Office Administration
- Oversee day-to-day administrative operations of the school.
- Supervise administrative and support staff including reception, office assistants, housekeeping, security, and maintenance personnel.
- Maintain school records, office documentation, and filing systems.
- Coordinate procurement of office supplies, stationery, furniture, and equipment.
- Ensure proper inventory management of school assets.
- Prepare administrative reports and maintain MIS records.
- Coordinate meetings, events, inspections, and official visits.
- Support admissions, examinations, and school events from an administrative perspective.
2. Facility Management
- Ensure cleanliness, hygiene, and upkeep of the school campus.
- Monitor maintenance of classrooms, laboratories, library, offices, sports facilities, and common areas.
- Coordinate preventive and corrective maintenance for:
- Electrical systems
- Plumbing
- HVAC/Air-conditioning
- DG Sets
- Water supply systems
- Fire safety systems
- CCTV and Security Systems
- Elevators (where applicable)
- Ensure uninterrupted utility services.
- Conduct regular facility inspections and maintain maintenance schedules.
- Coordinate Annual Maintenance Contracts (AMCs).
3. Transport Management
- Manage the school's transport fleet and transportation services.
- Ensure timely operation of school buses.
- Monitor GPS tracking and transport safety protocols.
- Coordinate with transport vendors and drivers.
- Ensure vehicle fitness, insurance, permits, pollution certificates, and road tax compliance.
- Supervise route planning and optimization.
- Address transport-related complaints from parents.
- Maintain transport records and reports.
4. Operations Management
- Develop and implement Standard Operating Procedures (SOPs).
- Ensure smooth execution of daily school operations.
- Coordinate with all departments for operational requirements.
- Support annual planning, budgeting, and resource allocation.
- Monitor service quality of outsourced agencies.
- Improve operational efficiency and cost optimization.
5. Vendor & Contract Management
- Identify and empanel vendors.
- Obtain quotations and process purchase requests.
- Negotiate contracts and service agreements.
- Monitor vendor performance and SLA compliance.
- Verify bills and process payments in coordination with Accounts.
6. Safety, Security & Compliance
- Ensure compliance with CBSE affiliation requirements and statutory regulations.
- Coordinate fire drills and emergency preparedness activities.
- Ensure implementation of health, safety, and security protocols.
- Supervise security staff and visitor management.
- Coordinate police verification and background verification where applicable.
- Maintain all statutory registers and licenses.
7. Budget & Cost Control
- Prepare annual administrative and maintenance budgets.
- Monitor operational expenses.
- Implement cost-saving initiatives.
- Track maintenance expenditures and vendor payments.
8. Event & Infrastructure Support
- Provide logistical support for:
- Annual Day
- Sports Day
- Parent-Teacher Meetings
- Examinations
- Workshops
- Training Programs
- School Celebrations
- Ensure venue readiness and infrastructure arrangements.
9. Documentation & Reporting
- Maintain records of:
- Asset Register
- Vehicle Register
- AMC Register
- Vendor Database
- Maintenance Logs
- Complaint Register
- Safety Audit Reports
- Submit periodic reports to the Principal/Management.
Required Qualifications
- Graduate in any discipline (MBA/PGDM in Administration or Operations preferred).
- Additional qualification in Facility Management or Operations Management is desirable.
Experience
- Minimum 5–8 years of administrative experience.
- At least 3 years in a CBSE/ICSE/International School or educational institution preferred.
- Experience in facility management and transport administration is essential.
Required Skills
- Strong administrative and organizational skills.
- Excellent leadership and team management.
- Vendor and contract management.
- Budgeting and cost control.
- Facility and maintenance management.
- Transport operations management.
- Knowledge of CBSE norms and statutory compliance.
- Good communication and interpersonal skills.
- Computer proficiency (MS Office, ERP/MIS systems).
- Problem-solving and decision-making abilities.
This role is critical in ensuring that all non-academic functions of the school operate efficiently, allowing the academic team to focus on delivering high-quality education in a safe, secure, and well-managed environment.
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