Role Purpose

The Head of Administration will be responsible for the overall administration, facilities management, infrastructure, statutory and operational compliances, vendor and AMC management, classroom scheduling, security, housekeeping, and day-to-day operational effectiveness of the Mumbai campus.

The role requires a hands-on and highly organized professional who can ensure that the campus provides a safe, compliant, well-maintained, efficient, and professional learning and working environment for students, faculty, staff, visitors, and other stakeholders.

Key Responsibilities

1. Campus Administration & Operations

· Lead and manage the overall day-to-day administration and operations of the Mumbai campus.

· Ensure smooth functioning of all campus facilities, infrastructure, classrooms, offices, common areas, meeting rooms, faculty areas, and student facilities.

· Establish and monitor administrative processes, SOPs, checklists, and service standards.

· Conduct regular campus inspections to identify maintenance, safety, cleanliness, and infrastructure requirements.

· Coordinate administrative requirements for academic activities, examinations, meetings, conferences, seminars, workshops, student activities, and institutional events.

· Act as the primary point of coordination for campus-related operational and administrative matters.

· Ensure administrative issues and service requests are resolved within defined timelines.

2. Facilities & Infrastructure Management

· Take complete responsibility for facilities management across the campus.

· Manage preventive and corrective maintenance of:

o Air-conditioning/HVAC systems

o Electrical systems

o Plumbing and water supply

o DG/UPS/power backup systems

o Elevators/lifts, where applicable

o Fire-fighting and fire alarm systems

o CCTV and access-control systems

o Furniture and fixtures

o Classroom infrastructure

o AV equipment and related infrastructure

o General civil and repair works

· Maintain preventive maintenance calendars and ensure maintenance is completed on schedule.

· Ensure timely resolution of breakdowns and minimize disruption to academic and administrative activities.

· Maintain asset records and coordinate physical verification of assets.

3. AMC & Vendor Management

· Manage all Annual Maintenance Contracts (AMCs) and service contracts for campus equipment and facilities.

· Maintain a centralized AMC tracker covering vendor details, scope, contract value, start/end dates, renewal dates, service frequency, and performance.

· Ensure timely renewal of critical AMCs and service agreements.

· Obtain quotations, conduct comparative evaluations, negotiate commercials, and recommend vendors in accordance with institutional procedures.

· Monitor vendor performance against agreed SLAs and service standards.

· Verify vendor invoices against completed work/service reports before forwarding them for payment.

· Develop and maintain a reliable database of vendors and service providers.

· Ensure appropriate documentation, approvals, agreements, work orders, and records are maintained for all vendors.

4. Statutory & Regulatory Compliance

· Ensure that the campus complies with all applicable statutory, regulatory, safety, and local authority requirements.

· Maintain a comprehensive compliance calendar with due dates, renewal requirements, ownership, and status.

· Coordinate renewals, inspections, certifications, licences, and permissions applicable to campus operations.

· Oversee compliance relating to areas such as:

o Fire and life safety

o Building and premises requirements

o Electrical safety

o Lift/elevator compliance, where applicable

o Shops & Establishments requirements, where applicable

o Contract labour and vendor-related compliances

o Security and housekeeping manpower compliances





o Waste disposal and environmental requirements

o Other applicable municipal/local authority requirements

· Maintain proper documentation and records for statutory inspections and audits.

· Coordinate with consultants, government authorities, auditors, building management, and internal departments as required.

· Ensure vendors deployed on campus comply with applicable labour laws, insurance, statutory registrations, and safety requirements.

5. Classroom Scheduling & Management

· Coordinate with the Academic/Program teams for preparation and implementation of the classroom timetable and allocation schedule.

· Allocate classrooms based on batch size, program requirements, faculty schedules, and infrastructure requirements.

· Maintain an updated master classroom schedule to prevent clashes or double bookings.

· Coordinate last-minute classroom changes and communicate updates to relevant stakeholders.

· Ensure classrooms are ready before commencement of sessions, including:

o Seating arrangements

o Cleanliness

o Air-conditioning

o Lighting

o Projectors/displays

o Audio-visual equipment

o Internet/connectivity support coordination

o Whiteboards and classroom supplies

· Coordinate with IT/AV teams for technical support during lectures, guest sessions, examinations, and events.

· Monitor classroom utilization and recommend improvements to optimize space.

6. Housekeeping & Hygiene Management

· Supervise housekeeping services across classrooms, offices, washrooms, common areas, faculty rooms, meeting rooms, and other campus facilities.

· Establish daily, weekly, and periodic cleaning schedules and checklists.

· Conduct regular inspections and ensure required hygiene and cleanliness standards are maintained.

· Ensure availability and proper inventory of housekeeping consumables and supplies.

· Monitor housekeeping manpower deployment, attendance, uniforms, grooming, and service quality.

· Coordinate pest-control and deep-cleaning activities.

7. Security, Safety & Emergency Preparedness

· Manage campus security operations, including deployment and performance of security personnel.

· Monitor visitor management, access control, CCTV operations, material movement, and campus entry/exit procedures.

· Ensure emergency contact information, escalation matrices, and evacuation procedures are current.

· Coordinate periodic fire drills, evacuation drills, and emergency-response exercises.

· Ensure fire extinguishers, emergency exits, signage, alarms, and other safety equipment are maintained and inspected as required.

· Record, investigate, and report security/safety incidents and implement corrective measures.

· Promote a strong safety culture across campus operations.

8. Procurement & Inventory Management

· Coordinate procurement of administrative, facility, office, classroom, and operational requirements.

· Obtain quotations and conduct vendor comparisons as per approved procurement procedures.

· Maintain appropriate stock levels for stationery, consumables, housekeeping material, classroom supplies, and other administrative items.

· Maintain inventory and stock registers and conduct periodic physical verification.

· Identify opportunities for cost optimization without compromising service quality.

9. Event & Academic Support

· Provide administrative and logistical support for orientations, convocations, seminars, workshops, conferences, guest lectures, examinations, student activities, and other campus events.





· Coordinate venue/classroom setup, seating, housekeeping, security, AV requirements, refreshments, transportation, signage, and vendor support.

· Prepare event-specific operational plans and ensure smooth execution.

10. Transport, Travel & Logistics

· Coordinate transportation requirements for faculty, guests, students, and official institutional activities as required.

· Manage empanelled transport vendors and monitor service quality and commercial terms.

· Coordinate courier, dispatch, material movement, and other logistical requirements.

· Ensure proper documentation and authorization for movement of institutional assets/material.

11. Budgeting & Cost Control

· Assist in preparation of the annual administration and facilities budget.

· Monitor actual expenditure against approved budgets.

· Maintain records of recurring expenses, AMC costs, utilities, repairs, maintenance, and administrative expenditure.

· Identify cost-saving opportunities through vendor negotiations, consolidation, preventive maintenance, and efficient resource utilization.

· Provide regular MIS on administration and facility expenses to management.

12. Team Management

· Lead, supervise, and develop the campus administration and facilities team.

· Manage outsourced manpower including security, housekeeping, technicians, drivers, and other support staff.

· Define responsibilities and performance standards for team members.

· Review attendance, deployment, discipline, grooming, and performance of outsourced staff.

· Conduct regular team meetings and ensure proper allocation and follow-up of responsibilities.

13. Stakeholder Management

· Work closely with Academic, IT, HR, Finance, Student Services, Admissions, Marketing, and other departments.

· Coordinate with faculty and academic teams to understand operational requirements.

· Maintain professional relationships with landlords/building management, vendors, government authorities, consultants, and service providers.

· Handle escalations relating to campus infrastructure and administrative services promptly and professionally.

14. MIS, Documentation & Reporting

Submit periodic Administration & Facilities MIS reports to management covering operational status, pending issues, compliance status, expenses, major repairs, vendor performance, and risks requiring management attention.

Qualification & Experience

· Graduate in any discipline; postgraduate qualification in Administration, Operations, Facilities Management, Business Management, or a related field would be preferred.

· Approximately 7-10 years of relevant experience in administration, facilities, campus operations, corporate administration, or institutional administration.

· Experience in a university, business school, educational institution, large corporate office, hospitality environment, or multi-functional facility would be preferred.

· Strong experience in facilities, AMC, vendor, compliance, security, housekeeping, and infrastructure management.

· Experience managing outsourced manpower and multiple service vendors.

· Strong working knowledge of MS Excel, Word, PowerPoint, MIS reporting, and administrative tracking systems

Preferred Candidate Profile

The ideal candidate should be a hands-on administration leader with solid ownership of campus operations. The individual should be comfortable moving between strategic planning and ground-level execution and should have the ability to anticipate operational risks before they affect students, faculty, or academic schedules.

The role requires a qualified who is service-oriented, process-driven, cost-conscious, compliance-focused, responsive, and capable of maintaining high standards of campus infrastructure and administration at all times.

Pay: ₹1,500,000.00 - ₹2,000,000.00 per year

Work Location: In person

📌 Head of Administration- College Campus (India)
🏢 Kaleidostrat
📍 India