Position: Executive – Administration

Reporting To: Deputy General Manager – Administration / Manager – Administration

Role Purpose The Executive – Administration shall provide day-to-day administrative and operational support to the Institution by coordinating administrative services, processing vendor invoices, maintaining inventory records, facilitating institutional events, and ensuring timely reporting of operational requirements. The incumbent shall perform all assigned duties with accuracy, professionalism, confidentiality, cost efficiency, and in accordance with the Institution's policies, contractual obligations, and applicable laws.

Key Roles and Responsibilities

● Process and verify monthly housekeeping vendor attendance, supporting documents, invoice reconciliation, and billing for payment processing.

● Maintain records of warranties, Annual Maintenance Contracts (AMCs), service contracts, and verify AMC-related invoices prior to payment processing.

● Coordinate and provide administrative support for institutional meetings, academic programmes, sports events, cultural functions, conferences, workshops, ceremonies, official visits, and other events organised by the Institution.

● Maintain inventory records and monitor the consumption of administrative consumables, including drinking water, tissue papers, paper cups, air fresheners, and other office consumables, and initiate timely replenishment requests to ensure uninterrupted availability.

● Verify and process invoices relating to gym servicing, aquarium maintenance, coffee machine servicing, utility services (including electricity, water, gas, internet, telephone),



and other administrative service contracts assigned by the Institution.

● Coordinate key duplication, maintain key issuance records, and manage key control documentation as authorised by the Institution.

● Coordinate the collection, verification, maintenance, renewal, and compliance of Police Clearance Certificates (PCCs), background verification documents, and other statutory records relating to outsourced personnel.

● Verify vendor invoices against contractual terms, attendance records, purchase orders, work completion reports, and supporting documents before initiating payment processing.

● Maintain accurate administrative records, inventories, registers, MIS reports, vendor documentation, digital records, and other documentation relating to assigned administrative responsibilities.

● Coordinate with the Finance, Procurement, Administration, Housekeeping, and other departments to ensure timely completion of assigned administrative functions.

● Monitor vendor performance, report service deficiencies, contractual non-compliance, operational risks, or discrepancies to the Reporting Authority, and assist in budget monitoring, cost control initiatives, vendor coordination, negotiations, and procurement activities as directed.

● Ensure compliance with institutional policies,



service agreements, statutory requirements, health and safety standards, and all applicable legal and regulatory requirements governing administrative operations.

● Identify and promptly report any maintenance-related issue, repair requirement, equipment malfunction, infrastructure defect, or asset damage to the Manager – Maintenance for necessary action.

● Plan, coordinate, and provide end-to-end administrative and logistical support for school events, including annual functions, parent interactions, admissions events, examinations, sports meets, cultural programmes, assemblies, celebrations, and other institutional activities, ensuring smooth execution in coordination with internal departments and external service providers.

● Perform any other administrative, operational, facilities management, or related duties as may be assigned by the Institution from time to time in accordance with business and operational requirements.

General Clause The duties and responsibilities outlined above are indicative and not exhaustive. The Institution reserves the right to modify, expand, reassign, or alter the scope of responsibilities, reporting structure, or work allocation based on operational requirements, institutional policies, business exigencies, or applicable legal and regulatory requirements. The employee shall diligently perform all duties assigned by the Institution from time to time during the course of employment.

Pay: ₹25,000.00 - ₹40,000.00 per month

Perks

- Food provided
- Health insurance
- Provident Fund

Work Location: In person

📌 Admin Executive (Andheri)
🏢 École Mondiale World School
📍 Andheri