ADMIN MANAGER

Meenakshi Sundararajan Engineering College (MSEC), Chennai

Reporting To: Chief Operating Officer (COO)

Department: Administration & Operations

Location: Kodambakkam, Chennai

Employment Type: Full-time, Permanent

Experience: 7–12 years preferred in administration/operations, preferably in an educational institution, college, university, or large institutional setup

Qualification: Any Graduate/Postgraduate; MBA/PGDM in Administration, Operations, HR, or related discipline will be an added advantage.

1. POSITION PURPOSE The Admin Manager will be responsible for the overall administration, operations, infrastructure, facilities, safety, security, vendor management, statutory compliance, assets, housekeeping, transport, and day-to-day operational effectiveness of Meenakshi Sundararajan Engineering College.

The position requires strong leadership, operational discipline, cost consciousness, compliance orientation, problem-solving ability, and the capability to coordinate effectively with the COO, Principal, Deans, HODs, Faculty, Staff, Students, Parents, Vendors, Security, Housekeeping and other stakeholders.

The Admin Manager shall ensure that the campus operates in a safe, efficient, clean, compliant, cost-effective and student-friendly manner.

Note: The roles and responsibilities mentioned below are indicative and not exhaustive. The organization may modify, add or reallocate responsibilities based on institutional requirements from time to time. A comprehensive discussion of the roles and responsibilities will be carried out at the time of joining and during periodic performance reviews.

2. KEY ROLES & RESPONSIBILITIES

A. ADMINISTRATION & DAILY OPERATIONS

- Manage and oversee the day-to-day administrative operations of the college.
- Ensure smooth functioning of all non-academic administrative activities.
- Coordinate with various departments to ensure timely completion of operational requirements.
- Establish and monitor administrative systems, procedures, workflows and service standards.
- Maintain proper documentation, records and administrative controls.
- Identify operational gaps and implement corrective and preventive actions.
- Ensure timely escalation of critical operational matters to the COO.
- Maintain high standards of discipline, professionalism and institutional service.

B. FACILITIES & INFRASTRUCTURE MANAGEMENT

- Plan, monitor and coordinate the maintenance and upgradation of campus infrastructure.
- Ensure classrooms, laboratories, offices, common areas, washrooms, corridors, parking areas and other facilities are maintained properly.
- Conduct regular infrastructure inspections and prepare maintenance requirements.
- Coordinate preventive and corrective maintenance activities.
- Monitor electrical, plumbing, civil, HVAC, DG, lift and other essential services.
- Maintain records of maintenance schedules, complaints and closure status.
- Coordinate infrastructure requirements with the concerned academic and administrative departments.

C. HOUSEKEEPING & CAMPUS CLEANLINESS

- Overall responsibility for housekeeping operations and campus cleanliness.
- Ensure a high standard of hygiene, cleanliness and presentation across the campus.
- Develop daily, weekly and monthly housekeeping schedules and checklists.
- Monitor housekeeping manpower deployment and productivity.
- Conduct regular inspections and take immediate corrective action for deficiencies.
- Ensure adequate availability and controlled usage of cleaning materials and consumables.
- Maintain washroom hygiene and common-area cleanliness to institutional standards.

D. SAFETY & SECURITY MANAGEMENT

- Take overall responsibility for campus safety and security, with safety as the highest operational priority.
- Establish and implement effective security systems and protocols.
- Supervise security personnel and security deployment.
- Conduct regular security inspections and identify potential risks.
- Coordinate emergency preparedness, evacuation procedures and emergency response systems.
- Ensure fire safety systems, emergency exits, fire extinguishers, alarms and other safety infrastructure are regularly inspected and maintained.
- Coordinate periodic emergency drills and safety awareness programmes.
- Maintain incident reports, risk registers and corrective-action records.
- Ensure zero tolerance for serious safety and security violations.

E. CCTV & SURVEILLANCE

- Ensure continuous operational monitoring of CCTV systems across the campus.
- Monitor critical areas including entrances, exits, corridors, parking, laboratories and other identified locations.
- Ensure CCTV systems are functional and properly maintained.
- Coordinate retrieval and preservation of CCTV footage when required.
- Periodically review surveillance coverage and recommend improvements.
- Ensure appropriate access controls and confidentiality for CCTV recordings.

F. TRANSPORT MANAGEMENT

- Oversee college transport operations, where applicable.
- Coordinate daily bus operations, routes, timings and deployment.
- Monitor driver and attendant discipline and compliance.
- Ensure proper documentation of vehicles and related statutory requirements.
- Monitor vehicle maintenance, fitness, insurance and safety requirements.
- Establish effective student/staff transport coordination and emergency procedures.
- Ensure safe boarding, travel and drop-off processes.

G. VENDOR & CONTRACT MANAGEMENT

- Manage and monitor all administrative vendors and service providers.
- Follow a transparent and approved process for vendor identification, evaluation, selection and onboarding.




- Ensure proper purchase/work order processes are followed.
- Monitor vendor performance, service quality and contractual obligations.
- Verify service completion before recommending bills for payment.
- Maintain vendor records, agreements, quotations and performance reviews.
- Periodically evaluate vendors and recommend continuation, improvement or replacement.
- Ensure zero tolerance for unauthorized procurement, deviation from approved procedures or financial irregularities.

H. COST CONTROL & BUDGET MANAGEMENT

- Prepare and monitor the annual administrative budget in coordination with the COO/Management.
- Implement detailed cost-control mechanisms for administrative expenditure.
- Review every significant administrative spend and identify opportunities for savings.
- Monitor expenditure on stationery, printing, paper, housekeeping materials, maintenance, utilities and other operational items.
- Prevent unnecessary expenditure, wastage and duplication.
- Compare actual expenditure against approved budgets.
- Submit periodic cost-control and budget-utilization reports to the COO.
- Promote a culture of cost consciousness without compromising safety, quality or institutional standards.

I. PROCUREMENT & STORES

- Coordinate administrative procurement in accordance with approved institutional procedures.
- Ensure proper quotation, comparative statement, approval and purchase processes.
- Monitor inward and outward movement of materials.
- Ensure proper documentation for all purchases.
- Coordinate with Finance/Accounts for bill verification and payment processing.
- Maintain appropriate stock levels and prevent overstocking or shortages.

J. ASSET & STOCK MANAGEMENT

- Maintain an updated inventory of institutional assets and consumables.
- Conduct periodic physical verification of assets and stock.
- Ensure proper tagging and identification of assets.
- Monitor asset movement, allocation, transfer and disposal.
- Identify obsolete, damaged or underutilized assets and recommend appropriate action.
- Maintain proper records for audit purposes.

K. STATUTORY & INSTITUTIONAL COMPLIANCE

- Ensure compliance with all applicable central, state and local laws, rules, regulations and institutional requirements relating to administration and operations.
- Coordinate statutory inspections, renewals and compliance documentation.
- Maintain a compliance calendar for administrative requirements.
- Ensure timely renewal of licences, certificates, contracts and statutory documents.
- Coordinate with relevant authorities and internal stakeholders when required.
- Ensure that institutional compliance is maintained without discrimination or deviation.
- Immediately report major compliance risks to the COO/Management.

L. ISO / QUALITY MANAGEMENT SYSTEM

- Support and coordinate implementation of ISO and institutional quality-management processes within administration.
- Develop and maintain administrative SOPs, checklists, registers and records.
- Ensure processes are documented and consistently followed.
- Coordinate internal audits and corrective/preventive actions.
- Ensure administrative departments are audit-ready at all times.
- Track non-conformities and ensure timely closure.

M. EMPLOYEE & SUPPORT STAFF MANAGEMENT

- Manage administrative/support employees including housekeeping, security, drivers, maintenance and other operational staff.
- Conduct manpower requirement analysis and recommend staffing requirements.
- Coordinate recruitment and deployment of non-academic/support staff with HR.
- Monitor attendance, leave, punctuality, discipline and productivity.
- Establish clear roles, responsibilities and performance expectations.
- Conduct periodic performance reviews and provide feedback.
- Promote employee motivation, engagement and workplace discipline.
- Coordinate with HR on training, development and employee-related matters.

N. STUDENT & CAMPUS SERVICES

- Ensure efficient delivery of non-academic student services.
- Coordinate administrative support for student requirements.
- Ensure proper student records and administrative documentation are maintained in coordination with concerned departments.
- Coordinate facilities required for examinations, programmes, student activities and institutional events.
- Ensure campus services remain student-friendly and responsive.

O. MEDICAL / FIRST-AID FACILITIES

- Oversee the functioning and administration of the campus medical/first-aid facility.
- Ensure availability of required first-aid materials and essential medical supplies.
- Coordinate with the campus nurse/medical personnel.
- Maintain appropriate medical and incident records.
- Ensure emergency medical response procedures are established and periodically reviewed.

P. EVENTS & VISITOR MANAGEMENT

- Coordinate administrative arrangements for institutional events, meetings, conferences, seminars and official programmes.
- Coordinate with academic, HR, admissions, branding and other departments for event requirements.
- Ensure adequate security, housekeeping, seating, utilities, parking and infrastructure arrangements.
- Manage visitor and guest facilities in coordination with concerned departments.
- Ensure professional reception and visitor-management standards.

Q. WASTE MANAGEMENT & SUSTAINABILITY





- Implement effective waste segregation, disposal and recycling systems across the campus.
- Ensure proper handling of wet waste, dry waste, recyclable materials and other applicable waste categories.
- Monitor housekeeping compliance with waste-management procedures.
- Identify opportunities for reduction, reuse and recycling.
- Promote environmentally responsible administrative practices.

R. PICK-UP, DROP-OFF & MOVEMENT MANAGEMENT

- Establish and monitor safe and systematic movement of students, staff and visitors within the campus.
- Ensure effective processes for entry and exit management.
- Coordinate transport-related student movement where applicable.
- Ensure that peak-hour movement is managed safely and efficiently.
- Maintain strict adherence to approved safety and security procedures.

S. CONFLICT RESOLUTION & DISCIPLINE

- Establish a structured process for resolving operational conflicts involving administrative/support staff and other members of the institutional community.
- Address issues professionally, objectively and confidentially.
- Escalate serious matters to the COO/HR/appropriate authority.
- Maintain proper documentation of complaints and resolutions.
- Support a respectful and professional workplace environment.

T. ZERO-TOLERANCE WORKPLACE & SAFEGUARDING

- Support and implement the institution's Zero-Tolerance Policy towards harassment, discrimination, bullying, misconduct and inappropriate behaviour.
- Ensure employees are aware of applicable institutional policies.
- Immediately escalate serious incidents through the appropriate institutional mechanism.
- Maintain confidentiality and professional handling of sensitive administrative matters.
- Ensure all operational practices promote safety, dignity and respect.

U. COMMITTEE RESPONSIBILITIES

- Participate in institutional committees as nominated by the Management/COO.
- Provide administrative and operational support for committees.
- Coordinate implementation of committee decisions within the assigned area.
- Maintain required records, action points and compliance documentation.
- Support institutional initiatives related to safety, discipline, infrastructure, quality, events and administration.

3. KEY PERFORMANCE EXPECTATIONS The Admin Manager will be expected to demonstrate measurable performance in:

- Operational Excellence – Smooth and uninterrupted daily functioning of the campus.
- Safety & Security – Zero tolerance for avoidable safety/security deviations.
- Infrastructure – Timely preventive and corrective maintenance.
- Housekeeping – Consistently high standards of cleanliness and hygiene.
- Cost Control – Reduction of avoidable expenditure and effective budget management.
- Vendor Management – Quality, compliance, transparency and timely service delivery.
- Statutory Compliance – 100% timely compliance and renewal of applicable requirements.
- Asset Management – Accurate inventory and effective utilization of institutional assets.
- Employee Management – Effective deployment, discipline, attendance and productivity.
- Process Implementation – Consistent implementation of SOPs, ISO and administrative systems.
- Student Services – Responsive and efficient non-academic support.
- Institutional Support – Effective coordination with the COO, Principal, Deans, HODs and all departments.

4. AUTHORITY & ACCOUNTABILITY The Admin Manager shall be accountable to the COO for the effective management of all assigned administrative and operational responsibilities.

The position shall have authority to:

- Monitor and direct administrative/support staff within approved structures.
- Coordinate vendors and service providers within delegated authority.
- Recommend procurement, maintenance and infrastructure requirements.
- Identify operational risks and initiate corrective action.
- Recommend manpower and resource requirements.
- Escalate critical safety, compliance, financial and operational matters to the COO.

Any financial commitment, recruitment, procurement, contract, policy deviation or major infrastructure decision shall be undertaken only within the authority delegated by the Management/COO and as per institutional procedures.

5. REQUIRED COMPETENCIES

Technical / Professional Competencies

- Administration & Operations Management
- Facilities Management
- Vendor & Contract Management
- Budgeting and Cost Control
- Procurement & Stores Management
- Safety & Security Management
- Statutory Compliance
- ISO / Quality Management Systems
- Asset Management
- Transport Management
- Documentation and Reporting

Behavioural Competencies

- Strong leadership and ownership
- High integrity and accountability
- Excellent communication skills
- Decision-making ability
- Problem-solving and crisis-management skills
- Strong coordination and follow-up
- Discipline and attention to detail
- Cost-conscious approach
- Ability to work under pressure
- Professional and respectful stakeholder management

6. QUALIFICATION & EXPERIENCE

- Graduate/Postgraduate in any relevant discipline.
- MBA/PGDM in Administration, Operations, HR or related field is preferred.
- Minimum 7 years of relevant experience, preferably in a college, university, school, hospital, corporate institution or large campus environment.
- Experience managing multiple operational functions and support teams will be preferred.
- Experience in educational institution administration will be an added advantage.

Robust working knowledge of MS Office, MIS, documentation and administrative reporting

Job Type: Full-time

Pay: ₹40,000.00 - ₹50,000.00 per month

Benefits

- Health insurance
- Provident Fund

Work Location: In person

📌 Admin Manager (Kodambakkam)
🏢 Meenakshi Sundararajan Engineering College
📍 Kodambakkam