Website:
iihs.co.in
Job details:
Job Description
The Senior Associate – Administration is responsible for supporting the smooth day-to-day administrative operations of the institution through effective coordination, timely task completion, accurate record maintenance, and efficient service delivery. The role focuses on execution, follow-up, documentation, and operational coordination across office management, procurement support, stock management, facilities support, reporting, and related budgeting activities.
Activities and Tasks
Responsibilities would include, but not be limited to, the following:
Office management:
- Handling guests and visitors at the reception in a professional and courteous manner;
- Supporting overall office upkeep, and ensuring smooth daily administrative operations;
- Coordinating classroom management, and related operational requirements based on internal requests from the Academic Office and other departments;
- Coordinating with housekeeping and security teams to ensure service continuity;
- Following up with the maintenance team for closure of snags and facility issues;
- Supporting access card issuance and maintaining records of office key allocation;
- Staying updated on institutional activities and programs, handling queries, and responding effectively at the front desk;
- Attending scheduled administrative, academic, faculty, and student meetings, as required, and maintaining records of key discussions, feedback, and follow-ups for future reference;
Procurement support:
- Processing new vendor or consultant registrations within 72 hours of receiving a request;
- Collecting, verifying, and maintaining vendor-related documentation for registration and compliance;
- Supporting the periodic review of the vendor master during audits and internal checks;
- Coordinating with internal stakeholders to resolve missing vendor documents or data;
- Product receipt and invoice tracking:
- Completing product receipt entries for invoices received within 24 hours of receipt;
- Maintaining proper records of invoice receipt and status for further processing;
- Coordinating with concerned departments to resolve discrepancies in invoice -related entries;
Stock management:
- Maintaining weekly stock records for pantry items, stationery, housekeeping materials, and PPE;
- Monitoring consumption levels and highlighting replenishment requirements regularly;
- Updating stock trackers accurately and supporting periodic physical verification when required;
Calendar management:
- Blocking the institutional calendar based on approved requests;
- Maintaining booking records and ensuring avoidance of schedule conflicts;
- Preparing and sharing occupancy reports whenever requested;
Canteen management:
- Tracking meal reports on a regular basis;
- Maintaining monthly usage sheets for canteen consumption;
- Supporting cost-per-staff calculations through accurate usage data and record maintenance;
- Coordinating with relevant stakeholders to reconcile meal-related data when needed;
- Waste management data:
- Updating waste management data in the campus operating system on a daily basis;
- Ensuring timely and accurate entry of data on operational waste;
- Following up on missing inputs or corrections with the relevant teams;
Record maintenance:
- Maintaining and organising MSME reports, administrative contracts, vendor evaluation records, and related documents;
- Ensuring that records are properly filed, updated, and available for audit or review;
- Supporting document retrieval, tracker updates, and compliance-related record maintenance;
- Providing support to other IIHS activities including academics, research, training, practice, operations and others;
- Participating in all activities of Institution-Building at IIHS; carrying out tasks as assigned by IIHS; and traveling on IIHS work within or outside the country as and when needed.
Structure and Reporting
The Senior Associate will report to the Lead – Administration or to any other person designated by the Lead at IIHS and will be required to collaborate effectively with a diverse group of internal teams and external Individuals/ organisations, and students.
Person Specification
The ideal candidate should have:
- A Bachelor’s degree in any discipline;
- 3-5 years of relevant experience in administration, office operations, facilities coordination, or institutional support functions;
- Experience in vendor documentation, invoice tracking, stock monitoring, and record maintenance will be preferred;
- Strong coordination and follow-up skills;
- Good verbal and written communication skills;
- Attention to detail in documentation and data entry;
- The ability to manage multiple tasks within defined timelines;
- Proficiency in MS Office, email communication, and administrative record systems.
This offer is on an exclusive basis, which implies that other professional assignments (whether compensated or not) that bear a potential conflict of interest with IIHS cannot be undertaken.
The search will remain open until the position is filled.
Location
This position is based in Bangaluru and may entail travel to other locations in India.
Review and Assessment
The role and performance of the incumbent shall be subject to normal review and assessment systems at IIHS.
Diversity Policy
IIHS is an equal opportunity employer that encourages women, people with disabilities and those from economically and socially excluded communities with the requisite skills and qualifications to apply for positions.
Contact
Please write to us at hr@iihs.co.in if you need any clarifications while filling the online application form.
Click on Apply to know more.
