Manager - Administration & Operations

DPSG Palam Vihar; Gurugram District; On-site; INR 1,800,000 - 2,800,000; Full time

Job summary

DPSG Palam Vihar in India seeks an experienced Administrative Operations & Facilities Leader to oversee a large school campus, ensuring a safe, clean, and efficient environment. You will manage utilities, security, transport, IT resources, and library systems while coordinating with vendors and internal teams.

The role requires 10–15 years of relevant experience, strong leadership, budgeting skills, and a proactive approach to compliance with CBSE norms, health and fire safety standards.

Qualifications

• Graduate/Postgraduate in Administration, Management, or a related field.
• 10–15 years of relevant experience in school administration, facilities, or operations management.
• Strong leadership, compliance knowledge, budgeting, vendor management, crisis management, and communication.

Responsibilities

• Oversee and manage all school facilities ensuring a safe, clean, functional environment.
• Plan, coordinate, supervise repairs, preventive maintenance, renovations, and campus development projects.
• Manage procurement, contracts, SLAs, and vendor management.
• Ensure compliance with statutory norms including health, safety, fire safety, CBSE/state regulations, and audits.
• Oversee transport, security, IT resources, and administrative services.

Skills

Leadership

People management

Budgeting

Vendor management

Crisis management

Communication

MIS

Administration

Education

Graduate/Postgraduate in Administration

Tools

MIS Software

Job description

• Oversee and manage all school facilities to ensure a safe, clean, functional, and aesthetically pleasing environment conducive to learning
• Ensure uninterrupted utilities and systems including electricity, water supply, sanitation, power backup, fire protection, security systems, sewage treatment, water purification, and waste management
• Plan, coordinate, and supervise repairs, preventive maintenance, renovations, and campus development projects
• Manage and maintain school buildings, grounds, utilities, and facilities to meet safety, operational, and aesthetic standards
• Ensure efficient use of space, assets, equipment and infrastructure
• Oversee housekeeping, horticulture, janitorial, workplace services, and campus cleanliness standards

Administrative Operations & MIS:

• Develop, implement, and monitor efficient administrative systems, SOPs, and operational manuals
• Oversee documentation, records management, data integrity, and administrative audits
• Develop and manage MIS for daily operations, budgeting, compliance and reporting
• Generate monthly/quarterly/annual operational and management reports for senior leadership review
• Manage allocation and optimal utilization of administrative resources
• Prepare administrative and operational budgets, monitor income and expenditure, and ensure cost-effectiveness
• Maintain financial records related to administration, transport, facilities, and stores
• Promote sustainability, international-mindedness, and inclusive practices within campus operations
• Liaise with vendors and service providers for security, housekeeping, maintenance, transport, catering, and supplies
• Negotiate contracts, monitor SLAs, and ensure quality service delivery
• Evaluate and empanel vendors as required
• Manage procurement, inventory control, monthly reconciliation, and optimum utilization
• Ensure transparency, compliance, and cost-effectiveness in procurement processes

Security & Safety Management:

• Implement, monitor, and continuously improve campus security systems and protocols
• Ensure protection of students, staff, visitors, and high-value assets
• Oversee security personnel, their deployment, and regular training
• Ensure compliance with health, safety, fire, and premises safety norms
• Conduct regular safety drills and emergency preparedness exercises

Transport Management:

• Supervise school transport operations ensuring safety, efficiency, and regulatory compliance
• Manage route planning, vehicle deployment, driver documentation, and vehicle maintenance
• Maintain transport-related documentation and expenditure records in coordination with the Transport In-charge

Compliance & Legal Matters:

• Ensure compliance with all statutory and regulatory requirements including:
• Transport regulations
• Health, hygiene, and fire safety
• State Education Board and CBSE norms
• Manage documentation for licenses, permits, audits, and inspections
• Conduct regular compliance audits and implement corrective actions timelines

Staffing, Training, Support & Welfare:

• Manage support staff and third-party personnel
• Identify training needs and arrange training programs for administrative, security, and transport staff
• Monitor staff health, safety, and welfare in collaboration with HR
• Foster a culture of professionalism, accountability, continuous learning and operational excellence

Student & Staff Services:

• Oversee administrative support related to:
• Admissions
• Examinations
• Travel for school trips
• General administration and student services
• Address operational and administrative concerns impacting student and staff well-being

Event Support & Visitor Management:

• Plan, organize, and coordinate school events, meetings, and functions
• Collaborate with academic and support departments to manage logistics
• Develop and enforce visitor management procedures ensuring security compliance
• Act as a liaison between school management, parents, vendors, and external stakeholders
• Manage official communications, notices and correspondence
• Support school outreach, branding and communication initiatives

IT Resources, Library & Technology Integration:

• Ensure effective functioning of Reception systems, IT Resource Centres, IT Labs, and Library
• Oversee maintenance, audits, and upgrades of administrative and operational IT systems
• Identify and implement technology solutions to enhance efficiency, communication, and data management
• Conduct regular audits (monthly/quarterly/annual) of IT resources and library facilities

Emergency Response Planning:

• Develop, review, and update emergency response and disaster management plans
• Coordinate with internal and external stakeholders for preparedness
• Conduct drills, training sessions, and evaluations to ensure readiness
• Ensure readiness for unforeseen events and crisis situations

Candidate Profile

Qualifications and Experience

Education:

Graduate/Postgraduate in Administration, Management, or a related field

Experience:

Minimum 10–15 years of relevant experience in startups/ mid- sized corporates/ business units/ school administration/ facilities, or operations management. Experience in handling large campuses/ business units, compliance frameworks, and multi-vendor environments preferred

• Strong leadership and people management skills
• Knowledge of statutory compliances and school regulations
• Budgeting, Financial Planning & Cost Control
• Vendor and contract management
• Crisis Management, Problem-solving & Decision-Making
• Excellent communication and coordination abilities
• Proficiency in MIS and administrative systems

Personal Attributes

• Strategic & Cultural Fit
• High integrity and ethical standards with strong compliance orientation
• Calm under pressure, with the ability to handle crises and emergencies effectively
• Detail-oriented yet capable of maintaining a strategic, big-picture perspective
• Proactive and solution-driven, anticipating issues before they escal
• Organized, disciplined, and process-oriented in approach.
• Resilient and adaptable to changing regulatory, academic, and operational demands