Administration Executive

Green Acres Education Services; Mumbai; On-site; INR 300,000 - 450,000; Full time

Job summary

The Green Acres Academy located in Mumbai seeks an organized Admin Executive to handle school administration, front desk duties, student records, admissions support, inventory, fee coordination, and facility maintenance. You will work closely with the Operations Manager to ensure smooth daily operations across all departments.

The role requires strong communication, meticulous record-keeping, and the ability to multitask in a fast-paced school environment.

Qualifications

• Proficient in MS Office and school ERP systems.
• Excellent written and verbal communication.
• Strong organizational and record-keeping abilities.
• Ability to multitask and manage day-to-day admin activities.

Responsibilities

• Manage front desk operations and visitor handling.
• Maintain student records in the ERP and issue certificates.
• Assist admissions, fee coordination, and payments.
• Oversee purchasing and inventory as per SOP.
• Maintain petty cash and daily reports.
• Coordinate maintenance, security, and campus operations.

Skills

Communication

Organization

Multitasking

Time management

Problem solving

Attention to detail

Tools

MS Office

ERP systems

Job description

Greetings from The Green Acres Academy

Job Description : Admin Executive

Job Summary

We are looking for an organized and responsible Admin Executive to manage school administration, front desk operations, student records, admissions support, inventory, fee coordination, and facility maintenance activities.

Key Responsibilities

1. Administrative & Front Desk Operations

• Handle incoming calls, visitors, parents, and vendor inquiries.
• Manage appointments, correspondence, courier records, and inward/outward registers.
• Maintain telephone networks, call logs, and daily reports.
• Maintain staff attendance records and prepare absentee reports in the absence of HR.
• Coordinate with external agencies during emergencies.

2. Student Records & Documentation

• Maintain student data and records in the school ERP system.
• Issue ID cards, duplicate ID cards, bonafide certificates, and leaving certificates.
• Collect and maintain student information, medical fitness, and sports consent forms.
• Maintain General Register (GR) and incoming Leaving Certificate (LC) records.
• Print consolidated mark sheets and final report cards.
• Manage student correspondence and school portal updates.

3. Admissions & Fee Coordination

• Handle admission inquiries through phone calls and walk-in visits.
• Coordinate with the admissions team to verify admission forms and update parents on admission status.
• Follow up with parents regarding outstanding fees and admission payments.
• Collect fee payments through cheques and submit them to the Credit Controller.
• Guide new parents regarding uniforms, books, stationery, transport, and other school-related requirements.

4. Purchase & Inventory Management

• Maintain stock records and monitor inventory levels as per SOP.
• Issue purchase and work orders for miscellaneous items.
• Track material distribution and available stock.
• Coordinate the return and replacement of defective materials.

5. Petty Cash Management

• Maintain petty cash records and ensure sufficient cash balance.
• Verify reimbursement vouchers and supporting documents.
• Prepare and submit daily petty cash reports to the Operations Manager.

6. School Operations & Security Coordination

• Assist in student arrival and dispersal as instructed by the Operations Manager.
• Coordinate with security personnel and ensure adequate deployment of support staff.
• Inform security about school events, visitor schedules, and changes in arrival or dispersal arrangements.
• Coordinate with bus vendors, housekeeping staff, and other outsourced agencies as required.

7. Maintenance & Facility Management

• Monitor school building maintenance, minor repairs, and preventive maintenance activities.
• Maintain maintenance registers and check daily school bus registers.
• Coordinate with electricians, plumbers, and other maintenance personnel.
• Oversee garden maintenance, equipment cleaning, and asset tagging.
• Record electricity meter readings.
• Coordinate event arrangements and handle outdoor tasks, including material deliveries and post office visits.
• Perform other duties assigned by the Maintenance In-charge and Operations Manager.

Required Skills

• Good communication and interpersonal skills.
• Strong organizational and record-keeping abilities.
• Basic computer skills and familiarity with MS Office and ERP systems.
• Ability to coordinate with parents, staff, vendors, and external agencies.
• Good time management, attention to detail, and problem-solving skills.
• Ability to multitask and manage day-to-day administrative activities efficiently.