Senior Clerk

Bhakti Management Services; Silvassa; On-site; INR 350,000 - 550,000; Full time

Job summary

Bhakti Management Services invites applications for a Hostel Administration role. You will oversee the day-to-day operations, resident admissions, room allotments, and check-in/check-out processes to ensure smooth functioning of the hostel.

The ideal candidate has a Bachelor's degree, at least 3 years in hostel or university administration, and strong MS Office and ERP skills. fluency in English and leadership abilities are essential.

Qualifications

• Bachelor's degree from a recognized university/institute.
• Minimum 3 years of experience in hostel/university administration or related institutions.
• Strong MS Office and ERP skills.
• Good understanding of hostel/administrative procedures and compliance.

Responsibilities

• Oversee hostel administration and day-to-day operations.
• Supervise resident admissions, room allotments, transfers, and check-in/check-out processes.
• Maintain discipline, safety, and resident welfare; address grievances.

Skills

Leadership

Team supervision

Communication

Problem-solving

Interpersonal skills

Organizational skills

Attention to detail

Adaptability

Professionalism

Education

Bachelor's degree

Tools

MS Office (Word, Excel, PowerPoint, Outlook)

ERP systems

Job description

Role & responsibilities

• Hostel Administration: Oversee the overall management and administration of the hostel to ensure smooth day-to-day operations.
• Resident Management: Supervise resident admissions, room allotments, transfers, occupancy records, and check-in/check-out processes.
• Discipline & Welfare: Maintain discipline, ensure compliance with hostel rules, and address resident concerns while fostering a safe and supportive environment.
• Staff Supervision: Lead, guide, and monitor wardens, housekeeping staff, security personnel, and other support staff to ensure efficient hostel operations.
• Record Management: Maintain accurate records of residents, attendance, visitor logs, complaints, maintenance requests, and other administrative documents.
• Administrative Coordination: Coordinate with academic departments, administration, HR, finance, maintenance, transport, and security teams for seamless hostel management.
• Policy Implementation: Ensure hostel operations comply with institutional policies, regulations, and statutory requirements.
• Student Support: Handle resident grievances, provide guidance when required, and ensure timely resolution of issues.
• Safety & Security: Monitor hostel security measures, emergency protocols, fire safety compliance, and incident reporting procedures.
• Facility Management: Coordinate with maintenance teams for repairs, cleanliness, hygiene, and infrastructure upkeep.
• Office Management: Prepare reports, official correspondence, notices, circulars, and documentation using MS Office applications.
• ERP & System Management: Maintain hostel records through ERP or other institutional software and ensure accurate data entry.
• Budget & Inventory Support: Assist in managing hostel inventory, supplies, vendor coordination, and administrative expenses.
• Communication: Act as the primary point of contact between residents, parents, faculty, and institutional management.
• Event Coordination: Support the planning and execution of hostel activities, orientations, and welfare programs.
• Reporting: Prepare periodic administrative reports and present updates to senior management.
• Additional Responsibilities: Perform any other duties assigned by the management to support hostel and institutional operations.

Preferred candidate profile

• Educational Qualification: Bachelor's Degree from a recognized University/Institute or an equivalent qualification from an accredited foreign university.
• Experience: Minimum 3 years of experience in hostel administration, university administration, higher educational institutions, or research institutes.
• Administrative Expertise: Strong understanding of hostel administration, office management practices, and institutional operations.
• Computer Proficiency: Excellent working knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and computer applications.
• ERP Knowledge: Hands-on experience with ERP systems or other institutional management software.
• Regulatory Knowledge: Good understanding of university rules and regulations related to academics, admissions, accounts, service conditions, and administrative procedures.
• Communication Skills: Excellent verbal and written communication skills with fluency in English.
• Leadership Skills: Proven ability to supervise teams, manage staff, and coordinate cross-functional activities.
• Problem-Solving Ability: Strong analytical and decision-making skills with the ability to resolve administrative and resident-related issues effectively.
• Interpersonal Skills: Excellent relationship management skills with the ability to interact professionally with students, parents, faculty, and staff.
• Organizational Skills: Strong planning, documentation, multitasking, and time management abilities.
• Attention to Detail: High level of accuracy in maintaining records, preparing reports, and managing documentation.
• Adaptability: Ability to work in a dynamic environment and effectively manage multiple responsibilities.
• Professionalism: High standards of integrity, confidentiality, accountability, and commitment to institutional excellence.
• Team Collaboration: Ability to work collaboratively with various departments while ensuring efficient hostel operations.