Position: Administrative Officer

Department: Administration

Location: College Campus

Employment Type: Full-Time

Job Purpose To oversee and coordinate the day-to-day administrative operations of the college, ensuring smooth functioning of campus facilities, support services, staff coordination, documentation, compliance, and administrative processes.

Key Responsibilities

1. General Administration

- Manage day-to-day administrative activities of the college.
- Ensure smooth functioning of administrative and support departments.
- Coordinate with management, principal, faculty, staff, students, parents, and external agencies.
- Implement administrative policies, procedures, and institutional guidelines.
- Maintain proper administrative records and documentation.

2. Campus & Facility Management

- Monitor housekeeping, security, transport, maintenance, and other support services.
- Ensure cleanliness, safety, hygiene, and proper upkeep of campus facilities.
- Coordinate repair and maintenance activities.
- Monitor classrooms, laboratories, offices, common areas, and other facilities.
- Coordinate with vendors and service providers for facility-related requirements.

3. Staff & Support Services Coordination

- Coordinate with housekeeping, security, transport, maintenance, and other support staff.
- Monitor attendance, discipline, and work performance of administrative/support staff.
- Allocate duties and ensure adequate manpower availability.
- Address operational issues and escalate critical matters to management.

4. Procurement & Vendor Management

- Coordinate procurement of office supplies, stationery, equipment,



and other administrative requirements.
- Obtain quotations and coordinate comparative statements wherever required.
- Maintain vendor records and coordinate with vendors for timely delivery and services.
- Monitor contracts, AMC, service agreements, and renewals.

5. Events & Institutional Activities

- Provide administrative support for college events, meetings, conferences, seminars, examinations, and functions.
- Coordinate logistics, seating arrangements, transportation, catering, security, and other requirements.
- Ensure timely availability of facilities and resources for institutional activities.

6. Compliance & Safety

- Ensure compliance with applicable institutional policies and statutory requirements related to administration.
- Coordinate fire safety, emergency preparedness, security, and other campus safety measures.
- Maintain relevant licenses, certificates, contracts, and compliance records.
- Support inspections, audits, and accreditation-related requirements.

7. Documentation & Reporting

- Maintain administrative files, registers, agreements, inventory records, and correspondence.
- Prepare periodic administrative reports for management.
- Track pending administrative activities and ensure timely closure.




- Maintain confidentiality of institutional and employee information.

8. Student & Parent Support

- Coordinate resolution of administrative concerns raised by students and parents.
- Ensure smooth functioning of student support facilities.
- Work closely with academic and student affairs teams to resolve operational issues.

9. Emergency & Crisis Management

- Coordinate immediate administrative response during emergencies.
- Liaise with security, medical services, fire and safety teams, and external agencies when required.
- Ensure emergency contact lists and response procedures are maintained and updated.

Key Skills
- Solid administrative and organizational skills
- Excellent coordination and communication skills
- Problem-solving and decision-making ability
- Vendor and facility management skills
- Team handling and supervision
- Good documentation and reporting skills
- Proficiency in MS Office/Google Workspace
- Ability to work under pressure and manage multiple priorities
- Strong interpersonal and stakeholder-management skills

Educational Qualification
- Bachelor's degree in any discipline.
- MBA/PG Diploma in Administration, HR, Management, or a related field will be an advantage.

Experience
- 5–8 years of relevant experience in administration, preferably in a college, university, educational institution, hospital, corporate office, or large organization.
- Experience in educational institution administration and campus/facility management will be preferred.

Work Location: In person

📌 Administrative Officer (Chennai)
🏢 Saveetha Engineering College
📍 Chennai