Executive/Senior Executive - Admin/Building Incharge

Allen Company; Hyderabad; On-site; INR 350,000 - 480,000; Full time

Job summary

Allen Company in Hyderabad, Telangana seeks a diligent facilities and administration coordinator to manage housekeeping, book/material distribution, and student safety across classrooms, corridors, and common areas. The role blends operations, discipline, and campus services to support daily academic activities.

You will supervise staff, coordinate with faculty and stores teams, ensure readiness of spaces, monitor safety equipment, and maintain records.

Qualifications

• Strong administrative, coordination, and team management skills.
• Ability to supervise housekeeping and support staff effectively.
• Good communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Basic knowledge of MS Excel, email, and inventory or administrative software.
• Ability to manage student discipline professionally and calmly.
• Problem-solving ability and a proactive approach to operational issues.
• Willingness to work in a fast-paced educational environment.

Responsibilities

• Supervise housekeeping staff and ensure cleanliness and hygiene across classrooms, corridors, washrooms, reception areas, and common spaces.
• Prepare housekeeping schedules and monitor daily cleaning activities.
• Ensure classrooms and facilities are ready before the start of academic sessions.
• Monitor the availability of cleaning materials and maintain housekeeping records.
• Report maintenance issues related to electrical equipment, furniture, plumbing, and other facilities, and ensure timely resolution.
• Ensure compliance with campus cleanliness, safety, and hygiene standards.
• Coordinate the receipt, storage, and distribution of books, modules, and study materials to students.
• Maintain accurate records of stock received, issued, and available in inventory.
• Ensure timely distribution of study materials as per academic schedules and student requirements.
• Coordinate with the stores team, academic operations team, and respective building in-charges for material movement and distribution.
• Ensure all material entries are updated accurately in the designated software or inventory system.
• Conduct periodic physical stock verification and report discrepancies, shortages, or damaged materials.
• Ensure proper storage and security of books and other academic materials.
• Maintain student discipline within the campus, classrooms, corridors, and common areas.
• Monitor student movement during entry, exit, breaks, and class transitions.
• Ensure students follow institute rules, timings, dress code (where applicable), and campus discipline guidelines.
• Address routine student discipline issues professionally and elevate serious or repeated violations to the concerned academic or administrative authorities.
• Coordinate with faculty and academic operations teams to ensure smooth classroom functioning.
• Monitor unauthorized movement, overcrowding, and other activities that may disrupt the academic environment.
• Support student safety and ensure incidents are reported promptly to the appropriate authorities.
• Manage daily administrative activities and ensure the smooth functioning of the assigned building or campus.
• Maintain records of housekeeping attendance, maintenance requests, material distribution, and administrative activities.
• Coordinate with faculty, academic operations, security, housekeeping, and stores teams.
• Monitor classroom readiness, seating arrangements, furniture, lighting, ventilation, and other essential facilities.
• Ensure proper utilization of campus resources and minimize wastage.
• Support academic events, examinations, admission activities, and other institute programs.
• Prepare daily or periodic operational reports and submit them to the reporting manager.
• Ensure compliance with institute policies, safety protocols, and administrative procedures.
• Monitor emergency exits, fire safety equipment, and other essential safety arrangements.
• Ensure incidents, facility hazards, and student safety concerns are reported and addressed promptly.
• Maintain confidentiality of institute records and follow established reporting procedures.

Skills

Administrative leadership

Staff supervision

Communication

Organization

MS Excel / Inventory software

Discipline management

Problem solving

Fast-paced environment

Job description

Role & responsibilities

1. Housekeeping & Facility Management

• Supervise housekeeping staff and ensure cleanliness and hygiene across classrooms, corridors, washrooms, reception areas, and common spaces.
• Prepare housekeeping schedules and monitor daily cleaning activities.
• Ensure classrooms and facilities are ready before the start of academic sessions.
• Monitor the availability of cleaning materials and maintain housekeeping records.
• Report maintenance issues related to electrical equipment, furniture, plumbing, and other facilities, and ensure timely resolution.
• Ensure compliance with campus cleanliness, safety, and hygiene standards.

2. Books & Study Material Distribution

• Coordinate the receipt, storage, and distribution of books, modules, and study materials to students.
• Maintain accurate records of stock received, issued, and available in inventory.
• Ensure timely distribution of study materials as per academic schedules and student requirements.
• Coordinate with the stores team, academic operations team, and respective building in‑charges for material movement and distribution.
• Ensure all material entries are updated accurately in the designated software or inventory system.
• Conduct periodic physical stock verification and report discrepancies, shortages, or damaged materials.
• Ensure proper storage and security of books and other academic materials.

3. Student Discipline Management

• Maintain student discipline within the campus, classrooms, corridors, and common areas.
• Monitor student movement during entry, exit, breaks, and class transitions.
• Ensure students follow institute rules, timings, dress code (where applicable), and campus discipline guidelines.
• Address routine student discipline issues professionally and elevate serious or repeated violations to the concerned academic or administrative authorities.
• Coordinate with faculty and academic operations teams to ensure smooth classroom functioning.
• Monitor unauthorized movement, overcrowding, and other activities that may disrupt the academic environment.
• Support student safety and ensure incidents are reported promptly to the appropriate authorities.

4. Administrative & Operational Support

• Manage daily administrative activities and ensure the smooth functioning of the assigned building or campus.
• Maintain records of housekeeping attendance, maintenance requests, material distribution, and administrative activities.
• Coordinate with faculty, academic operations, security, housekeeping, and stores teams.
• Monitor classroom readiness, seating arrangements, furniture, lighting, ventilation, and other essential facilities.
• Ensure proper utilization of campus resources and minimize wastage.
• Support academic events, examinations, admission activities, and other institute programs.
• Prepare daily or periodic operational reports and submit them to the reporting manager.

5. Safety & Compliance

• Ensure compliance with institute policies, safety protocols, and administrative procedures.
• Monitor emergency exits, fire safety equipment, and other essential safety arrangements.
• Ensure incidents, facility hazards, and student safety concerns are reported and addressed promptly.
• Maintain confidentiality of institute records and follow established reporting procedures.

Preferred candidate profile

Required Skills & Competencies

• Strong administrative, coordination, and team management skills.
• Ability to supervise housekeeping and support staff effectively.
• Good communication and interpersonal skills.
• Strong organizational skills and attention to detail.
• Basic knowledge of MS Excel, email, and inventory or administrative software.
• Ability to manage student discipline professionally and calmly.
• Problem‑solving ability and a proactive approach to operational issues.
• Willingness to work in a fast‑paced educational environment.