– Head of Administration

Department: Administration

Reporting To: Head of Operations

Location: The Shri Ram Universal School, Chennai

Job Purpose To lead and manage the overall administration of the school and ensure smooth, secure and efficient day-to-day operations.

The role is responsible for managing administrative services, facilities, safety and security, transport, canteen, vendors, procurement, contractual staff and statutory compliances.

Key Responsibilities

1. Administration & Operations

- Manage the day-to-day administrative operations of the school.
- Ensure effective utilization and supervision of administrative and contractual staff.
- Coordinate school events, workshops, meetings and other activities.
- Manage stationery, printing, supplies and procurement requirements.
- Coordinate with vendors and service providers and ensure timely delivery of services.
- Maintain proper records, registers, assets and administrative documents.
- Implement and monitor administrative SOPs and processes.

2. Safety & Security

- Ensure the school campus is safe and secure for students and staff.
- Monitor security staff, visitor management and CCTV systems.
- Ensure fire safety, electrical safety and other safety systems are regularly checked.
- Coordinate safety audits, mock drills and corrective actions.
- Maintain records of incidents, safety checks and compliance activities.

3. Transport Management

- Manage school transport operations and routes.
- Ensure buses/cabs meet all statutory and safety requirements.
- Maintain vehicle and driver/helper documentation.
- Monitor GPS, CCTV, maintenance and other transport-related requirements.
- Address concerns raised by parents, students and staff.

4. Canteen Management

- Monitor the functioning of the school canteen.
- Ensure required licences, medical records and other documents are maintained.
- Monitor food quality, hygiene and safety standards.
- Ensure compliance with the approved menu and food safety procedures.
- Coordinate regular food and water testing.

5.



Vendor & Contract Management

- Identify and evaluate vendors and service providers.
- Obtain quotations and prepare comparison statements.
- Coordinate approvals and issue work orders.
- Monitor vendor performance and service quality.
- Ensure contractual staff documentation, wages, PF and ESI requirements are properly maintained.

6. Finance & Budget Management

- Prepare the annual administration budget along with the Principal.
- Monitor administrative expenses against the approved budget.
- Prepare monthly expense projections and MIS reports.
- Monitor Budget vs. Actual expenses and identify areas for cost control.
- Ensure proper documentation and approval of expenses and invoices.

7. Compliance

- Ensure timely renewal of statutory licences, agreements and NOCs.
- Monitor compliance with applicable labour and administrative laws.
- Ensure required records and documents are maintained for contractual staff.
- Track and close compliance observations and audit requirements.

8. Construction & Maintenance

- Coordinate with contractors and architects for ongoing construction activities.
- Monitor daily construction progress and provide updates to management.
- Ensure proper documentation and access control for construction workers.
- Ensure appropriate safety measures are followed at the site.

Key Skills & Competencies
- Strong administration and operations management skills
- Vendor and facility management
- Safety and security management
- Budget and cost management
- Compliance and documentation
- Team management and coordination
- Good communication and interpersonal skills
- Problem-solving and decision-making ability
- Ability to manage multiple activities and priorities

Key Stakeholders
- Principal
- Academic Staff
- Non-Academic Staff
- Administration Team
- Contractual Staff
- Vendors and Service Providers
- Parents and other school stakeholders

If you are interested in taking up an interview for this role, please share your updated resume with us at [email protected]. Pay: ₹15,736.07 - ₹49,984.85 per month

Benefits

- Provident Fund

Work Location: In person

📌 URGENT OPENING – ADMINISTRATION MANAGER FOR A CBSE SCHOOL (Chennai)
🏢 The Shri Ram Universal School - Chennai
📍 Chennai