– ADMINISTRATION MANAGER

Position Title

Administration Manager

Reporting To

Head – Administration & Operations / Management OR Head of Programme

Role Purpose The Administration Manager is responsible for supporting the smooth and efficient day-to-day functioning of We Nurture Foundation’s centres. The role encompasses centre administration, infrastructure and facility management, operational coordination, procurement support, vendor management, documentation, compliance monitoring, internal coordination, and communication and design support.

The role requires robust ownership, attention to detail, timely follow-up and effective coordination with management, programme teams, staff, vendors and other stakeholders.

KEY RESPONSIBILITIES

1. Infrastructure & Facility Management

- Ensure that the centres remain safe, clean, functional and programme-ready at all times.
- Regularly monitor classrooms, offices, common areas and other facilities and identify infrastructure or maintenance requirements.
- Coordinate repairs, maintenance and servicing relating to electrical, plumbing, furniture, equipment and other facility requirements.
- Monitor critical infrastructure such as CCTV, access/security systems, fire and safety equipment, electrical systems and emergency preparedness requirements.
- Ensure infrastructure-related issues are followed through to closure and escalate critical or recurring concerns to management.
- Coordinate maintenance schedules and maintain relevant records.

2. Asset, Equipment & Utility Management

- Maintain appropriate records of organisational assets and equipment.
- Monitor equipment servicing, repairs, maintenance and replacement requirements.
- Coordinate with vendors and service providers for routine and preventive maintenance.
- Monitor utilities and ensure uninterrupted availability of essential services and supplies.
- Promote responsible use and upkeep of organisational assets and resources.

3. Procurement & Material Coordination

- Coordinate procurement requirements based on requests and approvals from management.
- Consolidate requirements and obtain quotations from vendors, wherever applicable.
- Facilitate comparison and approval processes in accordance with the Foundation’s procurement procedures.
- Coordinate purchase orders, delivery timelines, receipt and installation of materials/equipment.
- Maintain appropriate procurement documentation, quotations, invoices and supporting records.

4. Daily Centre Operations

- Oversee the operational readiness and smooth day-to-day functioning of the centres.
- Coordinate housekeeping, utilities, supplies and other routine operational requirements.
- Identify and address operational issues promptly to minimise disruption to programmes.
- Ensure necessary materials and resources are available for the functioning of the centre.
- Coordinate opening and closing requirements and general centre readiness.

5. Administrative & Office Management

- Manage routine administrative processes, correspondence, records, forms and registers.
- Maintain systematic and updated administrative documentation.
- Coordinate office supplies, stationery and other recurring requirements.
- Support scheduling, documentation and administrative requirements of management and programme teams.
- Ensure administrative tasks are completed accurately and within prescribed timelines.

6.



Staff & Operational Coordination

- Monitor staff attendance and availability from an operational perspective.
- Coordinate day-to-day operational support and staff allocation requirements as instructed.
- Communicate schedule changes and other operational information to relevant teams.
- Facilitate appropriate handovers and follow-up of pending responsibilities.
- Coordinate with programme teams to ensure continuity of centre operations.

7. Vendor & Service Provider Management

- Act as the operational point of coordination for assigned vendors and service providers.
- Raise service requests and follow up on pending work.
- Monitor agreed timelines and verify completion of services.
- Escalate delays, quality concerns or recurring service issues to management.
- Maintain relevant vendor records, quotations, service details and documentation.

8. Events, Meetings & Programme Logistics

- Coordinate administrative and logistical arrangements for meetings, workshops, events, outings and programme activities.
- Arrange spaces, materials, equipment, vendors and other operational requirements.
- Coordinate schedules and ensure logistical requirements are completed within timelines.
- Provide on-ground administrative support during organisational activities, wherever required.

9. Monitoring, Follow-up & Coordination

- Maintain trackers for assigned operational activities, pending tasks and deadlines.
- Follow up with internal teams, vendors and other stakeholders to ensure timely completion of actions.
- Monitor dependencies and highlight delays or unresolved matters.
- Ensure decisions and action points are appropriately communicated and followed through.
- Escalate matters requiring management intervention in a timely manner.

10. Compliance, Records & Audit Readiness

- Maintain administrative and operational records in an organised and audit-ready manner.
- Monitor registers, approvals, invoices, maintenance documents, vendor records and other relevant documentation.
- Coordinate collection and filing of documents required for audits, inspections and compliance purposes.
- Identify missing or incomplete documentation and ensure timely corrective action.
- Support management in maintaining appropriate institutional documentation and records.

11. Internal Communication & Coordination

- Facilitate clear and timely communication between management, programme teams, staff, vendors and other relevant stakeholders.
- Communicate operational requirements, changes, decisions and pending actions through appropriate channels.
- Maintain confidentiality and professionalism while handling organisational information.
- Ensure important communications and follow-ups are appropriately documented.

12. Issue Management & Escalation

- Identify operational issues and risks at an early stage and initiate appropriate follow-up.
- Assess the urgency and operational impact of issues and coordinate resolution.
- Escalate matters beyond the scope of authority to the appropriate reporting manager.




- Monitor recurring issues and support corrective measures to prevent recurrence.

13. Reporting & Management Updates

- Provide periodic updates to management on operational activities, pending matters and completed actions.
- Maintain relevant trackers and status reports.
- Highlight exceptions, delays, risks and resource requirements requiring management attention.
- Provide accurate information and documentation required for management review and decision-making.

14. Process Improvement

- Identify gaps or recurring challenges in administrative and operational processes.
- Develop and maintain checklists, trackers, templates and standard operating processes wherever required.
- Recommend practical improvements to enhance efficiency and accountability.
- Support implementation of approved process improvements and monitor their effectiveness.

15. Design, Content & Communication Support

- Develop and coordinate official communication materials such as visiting cards, certificates, notices, banners, workshop/event creatives and other organisational collateral.
- Coordinate newsletters, including collection of content, editing, formatting, presentation and circulation.
- Support compilation and design of the Foundation’s Annual Report by coordinating programme information, photographs, activities, achievements and organisational highlights.
- Develop and coordinate social media posts, captions, programme creatives and event-related content.
- Support preparation of communication material for programmes, admissions, workshops, events, parent communication and organisational updates.
- Ensure consistency in organisational branding, logos, terminology, formats and presentation.
- Coordinate with programme teams and management to obtain accurate information, photographs, data and necessary approvals.
- Maintain an organised repository of approved templates, creatives, certificates, newsletters, reports and communication material.
- Ensure all public-facing content is appropriately proofread, accurate and approved prior to publication or circulation.

KEY COMPETENCIES The position requires:

- Strong administrative and organisational skills
- Effective planning and follow-up
- Attention to detail and documentation
- Ability to prioritise and manage multiple responsibilities
- Vendor and stakeholder coordination skills
- Clear written and verbal communication
- Problem-solving and timely escalation
- Ability to maintain confidentiality
- Basic understanding of procurement and facility management
- Working knowledge of MS Office/Google Workspace and digital communication tools
- Basic content creation, formatting and design skills
- Ability to work collaboratively across teams
- Proactive ownership and accountability

ROLE EXPECTATIONS The Administration Manager is expected to demonstrate reliability, responsiveness and ownership in carrying out assigned responsibilities. The role requires proactive monitoring rather than task-based follow-up alone, with emphasis on identifying requirements early, ensuring timely closure, maintaining accurate documentation and escalating concerns appropriately. The responsibilities listed above are indicative and may be modified or expanded depending on the operational requirements of We Nurture Foundation.

Pay: ₹20,000.00 - ₹25,000.00 per month

Work Location: In person

📌 Manager - Administration (Bengaluru)
🏢 We Nurture Foundation
📍 Bengaluru