Administrative Officer

Podar Education Network; Rajkot; On-site; INR 357,000 - 670,000; Full time

Job summary

Podar Education Network is seeking an Administrative Officer to ensure smooth administrative, operational, facilities and support activities in a school.

The role involves coordinating with Principal, staff, students, parents, vendors, transport teams, regional teams and stakeholders to maintain a safe, well-maintained school environment. Requires 4–8 years in admin/operations with MS Office and ERP/MIS experience.

Qualifications

• Graduate in any discipline from a recognized university.
• Degree/Diploma/Certification in Management, Administration, Operations or Facilities Management preferred.
• Qualifications in Transport Management or Facility Management are an added advantage.
• Proficiency in MS Office – Excel, Word and PowerPoint.
• Experience with ERP/MIS/HRMS or school management systems preferred.

Responsibilities

• General administration and office operations management.
• Oversee facilities, housekeeping, security, maintenance and utilities.
• Coordinate procurement and operational requirements.
• Manage school transport operations and bus schedules.
• Provide administrative support to Principal and leadership team.
• Coordinate with HR, Finance, IT, Procurement and Transport teams.
• Ensure safety, compliance and timely reporting.
• Maintain MIS reports and data related to facilities and transport.

Skills

Administrative skills

Organizational skills

Communication

Leadership

Problem solving

Coordination

MS Office

ERP systems

Education

Graduate degree

Management/Administration/Operations certification

Transport/Facilities management qualifications

Tools

MS Office – Excel

PowerPoint

ERP/MIS/HRMS

Job description

The Administrative Officer will be responsible for ensuring the smooth, efficient and well-coordinated functioning of the school's administrative, operational, facilities and support activities. The role will involve close coordination with the Principal, staff, students, parents, vendors, transport teams, regional teams and other stakeholders to ensure a safe, well-maintained and efficiently managed school environment.

Key Responsibilities

1. General Administration

• Manage day-to-day school administration and office operations.
• Maintain records, documentation, correspondence and administrative registers.
• Ensure timely completion of administrative processes and documentation.
• Coordinate internal communications and administrative requirements.
• Maintain confidentiality and accuracy of school records.

2. Facilities & Infrastructure Management

• Oversee the overall upkeep and maintenance of the school campus.
• Coordinate housekeeping, security, maintenance, electrical, plumbing, civil and utility-related requirements.
• Ensure classrooms, laboratories, offices, activity areas and common spaces are maintained in proper condition.
• Coordinate preventive and corrective maintenance activities.
• Monitor facility-related vendors and service providers.

3. School Operations

• Coordinate the smooth functioning of daily school operations.
• Manage vendors, contractors and external service providers.
• Coordinate procurement and operational requirements in accordance with approved processes.
• Ensure timely availability of essential materials, services and resources.
• Identify operational gaps and coordinate appropriate corrective action.

4. Transport Management

• Supervise day-to-day school transport operations.
• Coordinate school bus routes, schedules, drivers and transport attendants.
• Monitor vehicle maintenance, fitness, documentation and safety requirements.
• Ensure compliance with applicable transport and safety protocols.
• Address transport-related concerns raised by parents and staff.
• Coordinate with transport vendors and regional/support teams.

5. School Support

• Provide effective administrative and operational support to the Principal and school leadership.
• Support teachers and staff in resolving administrative and facility-related requirements.
• Coordinate arrangements for school events, meetings, examinations and other institutional activities.
• Facilitate smooth coordination between academic and non-academic functions.

6. Stakeholder Management

• Maintain professional and effective coordination with parents, staff, students, vendors, visitors and external stakeholders.
• Handle administrative queries and concerns appropriately and elevate issues when required.
• Ensure a professional and welcoming administrative environment.

7. Safety, Security & Compliance

• Ensure adherence to school safety policies, operational procedures and statutory requirements.
• Coordinate security arrangements and visitor management.
• Support emergency preparedness and safety-related activities.
• Monitor compliance documentation and ensure timely reporting/escalation of gaps.
• Coordinate with relevant internal teams for audits, inspections and compliance requirements.

8. Regional & Support Function Coordination

• Maintain regular communication and coordination with Regional Teams and Head Office/Support Functions.
• Ensure timely implementation of administrative instructions, policies and processes.
• Coordinate with HR, Finance, IT, Procurement, Transport and other support functions as required.
• Provide timely updates on critical operational matters.

9. MIS & Reporting

• Prepare and maintain administrative and operational MIS reports.
• Ensure timely submission of reports to the Principal, Regional Team and relevant support functions.
• Maintain accurate data relating to facilities, transport, vendors, assets, maintenance and other administrative activities.
• Track pending actions and ensure timely closure.

10. Additional Responsibilities

• Undertake any other administrative, operational or school-support responsibilities assigned by the Principal / Management from time to time.
• Contribute towards maintaining a safe, disciplined, professional and student-friendly school environment.

Desired Qualifications

• Graduate in any discipline from a recognized university.
• Degree/Diploma/Certification in Management, Administration, Operations, Facilities Management or a related field will be preferred.
• Candidates with relevant qualifications in Transport Management / Facility Management will have an added advantage.
• Proficiency in MS Office – Excel, Word and PowerPoint.
• Experience with ERP/MIS/HRMS or school management systems will be preferred.

Desired Experience

• 4-8 years of relevant experience in school administration, educational institutions, facilities management, hospitality, corporate administration, operations or a similar environment.
• Prior experience in school administration and transport management will be preferred.
• Experience in managing vendors, housekeeping, security, maintenance and other support services will be an advantage.
• Experience in coordinating with multiple stakeholders and handling operational issues independently is desirable.

Desired Skills & Competencies

• Strong administrative and organizational skills
• Excellent communication and interpersonal skills
• Strong leadership and team-management abilities
• Good problem-solving and decision-making skills
• Strong coordination and stakeholder-management skills
• Ability to prioritize and manage multiple responsibilities
• Proficiency in MS Office, Excel, MIS and ERP systems
• Vendor and service-provider management skills
• Good understanding of facilities, transport and school operations
• Strong follow-up and execution orientation
• Ability to work under pressure and meet deadlines
• High level of integrity, accountability and confidentiality
• Proactive approach with strong attention to detail