Administration Assistant - On Contract

Aga Khan Education Services; Hyderabad; On-site; INR 400,000 - 600,000; Full time

Job summary

Aga Khan Education Services in Hyderabad seeks an organized administrative professional to manage records, reports, and daily operations for facilities and projects.

The role covers budget monitoring, procurement data tracking, document uploads, and GHG reporting coordination, with a focus on audits and timely updates. Strong MS Office skills and multitasking ability are essential.

Qualifications

• Bachelor's degree in administration, management or related field.
• 2-4 years of relevant experience (preferably in schools or facilities management).
• Strong organizational and coordination skills.
• Proficiency in MS Office (Excel, Word, Outlook).
• Good communication and follow-up skills.
• Ability to handle multiple tasks and meet deadlines.

Responsibilities

• Maintain records, reports, and documentation for facilities and project activities.
• Prepare daily, weekly, and monthly status reports.
• Manage correspondence, emails, and internal communications.
• Schedule meetings and maintain minutes of discussions.
• Monitor monthly budgets and reporting for AKESI and AKA-HYD.
• Maintain procurement data tracking and accessibility.
• Upload and organize project files in SharePoint for audit purposes.
• Coordinate GHG reports monthly and quarterly with Technical Team.
• Update facility calendar and monthly maintenance reports on time.
• Monitor faculty residence charges to support HR salary deductions.
• Prepare dashboards/reports to support data-driven decisions.

Skills

Strong organizational skills

Coordination skills

Good communication

Follow-up skills

Multitasking ability

Education

Bachelors degree in administration / management or related field

Tools

Excel

Word

Outlook

Job description

Key Duties and Responsibilities

Administrative Support

• Maintain records, reports, and documentation for all facilities and project activities
• Prepare daily, weekly, and monthly status reports
• Manage correspondence, emails, and internal communications
• Schedule meetings and maintain minutes of discussions

1.Budget Monitoring and Reporting

Monitor, update, and prepare monthly budget reports, including deferred items, CRI, and expenses, for AKESI and AKA-HYD.

2.Procurement Data Tracking

Maintain accurate records of maintenance and project-related procurement data, ensuring proper tracking and accessibility.

3.Project File Management and Document Uploads

Upload and organize project files in the relevant SharePoint folders as required for audit purposes, ensuring documents received from stakeholders are properly filed and updated from time to time.

4.GHG Report Coordination update Monthly and report quarterly

Receive, compile, and update GHG reports on a regular basis in coordination with the Technical Team for AKESI and AKA-HYD.

5.Facility Calendar and Maintenance Records

Ensure the facility calendar is regularly updated and verify that monthly maintenance reports are completed and updated on time.

6.Faculty Residence Charges Monitoring

Track and monitor faculty residence charges reports and ensure timely updates in share point to support the HR salary deduction process.

Key Deliverables:

• Timely and accurate reporting (MIS, maintenance logs, project updates)
• Efficient coordination across departments and vendors
• Up-to-date documentation and records in share point for audits.
• Improved turnaround time for service requests

General Requirements

• Maintain accuracy, confidentiality, and timeliness in all reports and records.
• Coordinate with internal teams and stakeholders to obtain required information and documentation.
• Ensure all files and reports are properly organized for monitoring, reporting, and audit compliance.

Data Management & Reporting

• Ensure all data is updated accurately and on time
• Prepare dashboards/reports to support data-driven decisions
• Maintain MIS / FIS / PIS and filing systems (digital and physical)

Required Qualifications & Skills:

• Bachelors degree in administration, Management, or related field
• 2-4 years of relevant experience (preferably in schools or facilities management)
• Strong organizational and coordination skills
• Proficiency in MS Office (Excel, Word, Outlook)
• Good communication and follow-up skills
• Ability to handle multiple tasks and meet deadlines