Administrative Officer

Overview

Podar International School is seeking an experienced Administrative Officer to oversee the smooth functioning of administrative and operational activities across its campuses in the Kutch District of Gujarat. The role, under the guidance of the Principal/General Manager, requires managing various departments including administration, facility maintenance, transport services, vendor relations, safety compliance, and event support to maintain a safe and productive learning environment.

Key Responsibilities

• Manage day-to-day administrative activities and supervise support staff such as receptionists, office assistants, housekeeping, security, and maintenance teams.
• Maintain comprehensive school records, documentation, and inventory of assets.
• Coordinate procurement and inventory control of office supplies and equipment.
• Prepare administrative reports and maintain management information systems.
• Organize meetings, inspections, school events, official visits, admissions, and examinations from an administrative perspective.
• Ensure campus cleanliness, hygiene, and upkeep with regular maintenance oversight for classrooms, labs, libraries, sports areas, and common spaces.
• Supervise preventive and corrective maintenance tasks concerning electrical, plumbing, HVAC, DG sets, water supply, fire safety, CCTV, security systems, and elevators.
• Maintain uninterrupted utility services and manage annual maintenance contracts.
• Oversee school transport operations ensuring schedule adherence, vehicle fitness, safety protocols, permits, insurance compliance, GPS tracking, and route optimization.
• Handle transport vendor coordination, driver management, complaint resolution, and documentation.
• Develop and implement standard operating procedures (SOPs) for efficient operations.
• Collaborate with departments for seamless operation execution and support budgeting and resource allocation.
• Identify, empanel, and manage vendors including negotiating contracts, processing payments, and monitoring service level agreements (SLAs).
• Ensure compliance with CBSE regulations and statutory mandates, coordinate safety drills, manage security staff, verification procedures, and maintain all legal registers and licenses.
• Prepare budgets, monitor expenses, implement cost-saving measures, and track maintenance-related expenditures.
• Provide logistical and infrastructure support for major school events such as Annual Day, Sports Day, Parent-Teacher Meetings, exams, workshops, and training.
• Maintain detailed registers including asset, vehicle, AMC, vendor, maintenance logs, complaint, and safety audit reports; submit regular updates to management.

Qualifications and Experience

• Graduate degree in any discipline is required; an MBA or PGDM in Administration or Operations is preferred.
• Additional certifications in facility or operations management are advantageous.
• 5 to 8 years of administrative experience, with a minimum of 3 years in a CBSE, ICSE, or international school setup.
• Proven background in facility and transport management within an educational setting is essential.

Skills

• Exceptional administrative and organizational capabilities.
• Strong leadership and team management skills.
• Vendor and contract negotiation proficiency.
• Budget formulation and cost control expertise.
• Facility and maintenance management knowledge.
• Experience in managing transport operations.
• Understanding of CBSE norms and statutory compliance requirements.
• Effective communication and interpersonal skills.
• Proficiency with MS Office and ERP/MIS software tools.
• Analytical thinking with strong problem-solving and decision-making abilities.

Additional Information

This position plays a pivotal role in ensuring all non-academic functions of the school run efficiently, enabling the academic staff to focus on quality education in a secure and well-maintained environment.