Designation: Admin Executive

Department: Administration

Location: Karnataka

Reporting To: GM - Administration

Role Overview The Admin Executive will be responsible for managing the day-to-day administrative operations of the Pre-University College and ensuring a safe, efficient, and well-organised campus environment. The role involves coordination with students, parents, faculty, staff, vendors, and external agencies while ensuring timely completion of administrative activities and documentation.

Key Responsibilities1. Campus Administration

- Manage day-to-day administrative activities of the college.
- Ensure smooth functioning of classrooms, staff rooms, laboratories, common areas, reception and other facilities.
- Coordinate with housekeeping, security, maintenance and support staff.
- Monitor cleanliness, hygiene, safety and overall upkeep of the campus.
- Ensure availability of stationery, office supplies and other administrative requirements.
- Maintain records of assets, equipment and administrative inventory.

1. Student & Parent Support

- Handle student and parent queries related to administrative matters.
- Coordinate student documentation, certificates, applications and other administrative requirements.
- Support the admission team during admission and enrolment processes.
- Maintain student records and ensure timely updating of relevant information.
- Coordinate communication related to college events, examinations, holidays and other administrative matters.

1. Faculty & Staff Coordination

- Provide administrative support to teaching and non-teaching staff.
- Coordinate joining formalities and documentation for new employees.
- Maintain attendance and leave-related records as required.
- Coordinate staff requirements with the HR/Admin team.
- Support the Principal and management with administrative reports and information.

1. Board & Statutory Coordination

- Maintain records and documentation required for Pre-University College operations.
- Coordinate with relevant education authorities and external agencies as instructed by the Principal/Management.
- Support preparation and submission of required documents, applications and reports within timelines.
- Maintain records related to inspections, permissions, registrations and statutory requirements.




- Ensure that administrative records are properly filed and readily available for audits or inspections.

1. Facilities & Maintenance

- Raise and follow up on maintenance requirements related to electrical, plumbing, civil, furniture, equipment and other campus facilities.
- Coordinate with service providers and vendors for timely resolution of issues.
- Maintain records of maintenance activities and service schedules.
- Monitor AMC renewals and service requirements.
- Escalate critical infrastructure and safety concerns to the reporting manager.

1. Procurement & Vendor Management

- Coordinate procurement of stationery, office supplies, housekeeping materials and other administrative requirements.
- Obtain quotations and coordinate with approved vendors as per organisational processes.
- Track purchase orders, deliveries and invoices.
- Maintain vendor records and coordinate payment documentation with the finance team.
- Monitor stock levels and ensure timely replenishment.

1. Events & College Activities

- Provide administrative support for college events, meetings, seminars, workshops, examinations and other activities.
- Coordinate logistics such as venue arrangements, seating, stationery, equipment and refreshments.
- Support transportation and other arrangements for college programmes when required.
- Coordinate with internal departments and external vendors for successful execution of events.

1. Safety & Security

- Coordinate with security personnel to ensure effective access control and visitor management.
- Maintain visitor and vendor records.
- Support implementation of campus safety and emergency procedures.
- Coordinate with relevant teams during emergencies or incidents.
- Ensure basic safety equipment and emergency arrangements are maintained.

1. Documentation & MIS

- Maintain administrative files, registers, records and correspondence.
- Prepare periodic administrative reports and MIS for the Principal/Management.




- Maintain records of assets, inventory, vendors, maintenance, attendance and other administrative activities.
- Ensure proper filing and retrieval of documents.
- Maintain confidentiality of student, employee and institutional information.

1. General Administration

- Handle correspondence, emails, phone calls and official communication related to administration.
- Coordinate meetings and appointments for the Principal/administrative team when required.
- Assist the Principal and management in implementing administrative decisions.
- Ensure timely closure of assigned administrative tasks.
- Take up additional responsibilities as assigned by the Principal or Management.

Key Performance Indicators (KPIs)
- Smooth and timely execution of daily administrative operations.
- Timely resolution of maintenance and facility-related issues.
- Accuracy and completeness of administrative records.
- Effective vendor and procurement coordination.
- Timely completion of statutory and institutional documentation.
- Student, parent and staff service responsiveness.
- Campus cleanliness, safety and operational readiness.
- Timely submission of MIS and administrative reports.

Qualifications
- Graduate degree in any discipline.
- Additional qualification in Administration / Management / Operations will be an advantage.
- Proficiency in MS Office, Google Workspace and basic MIS/reporting tools.

Experience
- 2–5 years of experience in administration, preferably in a school, Pre-University College, educational institution or similar environment.
- Experience in handling vendors, facilities, documentation and campus operations will be preferred.

Key Competencies
- Strong administrative and organisational skills.
- Excellent communication and interpersonal skills.
- Positive coordination and follow-up skills.
- Problem-solving and decision-making ability.
- Ability to manage multiple tasks and priorities.
- Attention to detail and accuracy.
- Proficiency in MS Office and administrative systems.
- Professional and student-friendly approach.
- Ability to work effectively with faculty, students, parents, vendors and management.

Pay: ₹25,000.00 - ₹30,000.00 per month

Benefits

- Paid sick time
- Provident Fund

Work Location: In person

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