– Admin Head

Department: Administration

Reporting To: Management / Director / Trustee

Employment Type: Full-Time

Experience: 5–8 Years

Location: Ambaji, Gujarat

Job Purpose The Admin Head will be responsible for leading and managing the overall administrative operations of the school and NGO, ensuring efficient coordination, effective resource utilisation, compliance, infrastructure management, staff administration and smooth execution of organisational activities.

The role requires a proactive and experienced professional who can independently manage administrative functions, supervise the administration team, coordinate with school leadership and NGO programme heads, implement systems and processes, and ensure that all administrative activities are completed efficiently and within organisational policies.

Key Responsibilities1. Overall Administration & Leadership

- Lead and oversee the day-to-day administrative operations of the school, NGO and associated facilities.
- Develop, implement and monitor administrative policies, procedures and standard operating processes.
- Ensure smooth coordination between the management, Principal, academic team, NGO programme heads, accounts team and support staff.
- Establish explicit responsibilities, reporting systems and timelines for administrative activities.
- Monitor pending tasks, identify operational issues and ensure timely resolution.
- Prepare administrative plans, periodic reports and updates for management review.
- Take ownership of administrative challenges and recommend practical solutions.
- Ensure the effective utilisation of manpower, infrastructure, equipment and other organisational resources.

2. School Administration

- Oversee all non-academic administrative functions of the school in coordination with the Principal and management.
- Ensure proper maintenance of student records, staff records, attendance registers, leave records and official documents.
- Supervise admission-related administrative processes and parent coordination, wherever required.
- Coordinate school meetings, parent-teacher meetings, official visits, celebrations and institutional events.
- Ensure the timely circulation and implementation of administrative instructions.
- Monitor housekeeping, security, transport, canteen, hostel, boarding and other support services, as applicable.
- Ensure that school facilities remain clean, safe, organised and operational.
- Coordinate with the school leadership to address parent concerns and administrative issues.
- Maintain records of school assets, equipment, infrastructure and maintenance activities.

3. NGO Administration & Programme Coordination

- Oversee administrative support for NGO projects, community development initiatives, training programmes and field activities.
- Coordinate with programme heads, field coordinators and project teams to ensure timely completion of administrative requirements.
- Ensure systematic maintenance of beneficiary records, programme attendance, activity reports and supporting documents.
- Coordinate logistics for community events, workshops, meetings, training sessions and field visits.
- Support the preparation and maintenance of documentation required for CSR projects, grants, audits and donor reporting.
- Coordinate with government departments, external agencies, partner organisations and other stakeholders when required.
- Monitor administrative requirements across project locations and ensure timely follow-up.
- Maintain proper records of programme-related assets, materials, expenses and resource utilisation.

4. Team Management & Staff Administration

- Lead, supervise and guide administrative staff, office assistants, housekeeping personnel, security staff and other support teams.
- Allocate duties, establish priorities and monitor individual and team performance.
- Maintain staff attendance, leave records, joining documentation and employee files.
- Coordinate staff onboarding, induction and administrative formalities.
- Ensure adherence to organisational policies,



working hours, reporting procedures and workplace discipline.
- Identify staff training requirements and improve the efficiency of administrative operations.
- Conduct regular follow-ups and review meetings with the administration team.
- Escalate significant staff-related issues to management and recommend appropriate action.

5. Facility, Infrastructure & Asset Management

- Take overall responsibility for the upkeep and functioning of school, office, hostel and NGO facilities.
- Supervise housekeeping, sanitation, security, electrical, plumbing, civil maintenance and other facility-related services.
- Establish preventive maintenance schedules for buildings, equipment, vehicles and other assets.
- Maintain updated asset registers, maintenance logs and records of repairs.
- Coordinate with vendors, contractors and service providers to ensure timely and quality work.
- Monitor facility-related expenses and recommend cost-effective solutions.
- Ensure the availability of essential supplies and uninterrupted functioning of facilities.
- Identify infrastructure risks and report major repair, safety or maintenance requirements to management.

6. Procurement, Vendor & Inventory Management

- Oversee procurement of stationery, educational materials, office supplies, equipment and other organisational requirements.
- Obtain and compare vendor quotations and recommend suitable options based on cost, quality and service.
- Ensure purchases are made in accordance with approved budgets and organisational policies.
- Supervise purchase requests, approvals, purchase orders, delivery records, bills and invoices.
- Maintain accurate inventory and stock registers with regular physical verification.
- Monitor stock consumption, reorder levels and asset allocation.
- Develop and maintain a reliable vendor database and review vendor performance.
- Ensure transparency, accountability and proper documentation throughout the procurement process.

7. Budget, Accounts & Expense Control

- Prepare annual and periodic administrative budgets in consultation with management and the accounts team.
- Monitor administrative expenses against approved budgets.
- Identify opportunities to reduce unnecessary expenditure without compromising service quality.
- Verify administrative bills, invoices, vouchers and supporting documents before forwarding them for approval or payment.
- Maintain records of petty cash and administrative expenses wherever assigned.
- Coordinate with the accounts department for expense reconciliation, vendor payments and budget reporting.
- Provide periodic reports on expenditure, procurement and resource utilisation.
- Ensure that no financial commitment is made beyond the authorised approval limits.

8. Compliance, Audit & Documentation

- Ensure proper maintenance of statutory, legal, administrative and organisational records.
- Track the validity and renewal dates of relevant licences, certificates, insurance policies, agreements and registrations.
- Coordinate the collection and preparation of documents required for internal audits, external audits, inspections and compliance reviews.
- Maintain systematic physical and digital filing systems.
- Ensure that records are accurate, updated, accessible to authorised personnel and securely maintained.
- Coordinate with management, accounts, HR and external professionals for compliance-related requirements.
- Ensure timely follow-up on audit observations and administrative compliance gaps.
- Maintain confidentiality of student, employee, beneficiary, financial and organisational information.

9. Events, Meetings & Logistics





- Plan and supervise administrative arrangements for school functions, parent-teacher meetings, NGO programmes, workshops, conferences and official visits.
- Coordinate venues, transportation, accommodation, refreshments, equipment, materials and manpower.
- Work with internal teams and external agencies to ensure smooth execution of events.
- Prepare event checklists, responsibility assignments, timelines and logistics plans.
- Monitor event-related expenditure and ensure proper documentation.
- Organise management meetings and maintain agendas, minutes of meetings and action trackers.
- Ensure that action points are assigned to responsible persons and completed within agreed timelines.

10. Transport, Security & Safety Management

- Oversee transport-related administrative requirements, vehicle documentation, maintenance schedules and service coordination, wherever applicable.
- Monitor security arrangements, visitor management and access control.
- Coordinate emergency preparedness, fire safety arrangements and other applicable safety procedures.
- Ensure that incidents, maintenance concerns and safety risks are documented and reported promptly.
- Coordinate with the relevant school and programme teams to maintain a safe environment for students, staff, visitors and beneficiaries.
- Ensure that required safety equipment and emergency contact information are available and maintained.

11. Communication & Management Reporting

- Act as the central coordination point for administrative communication across the school and NGO.
- Ensure that instructions from management are communicated clearly to the concerned teams.
- Prepare daily, weekly and monthly administrative reports, as required.
- Maintain a tracker for pending tasks, vendor work, maintenance issues, procurement requests and compliance deadlines.
- Escalate critical issues, delays, risks and resource requirements to management promptly.
- Provide recommendations to improve administrative systems, processes and service quality.
- Maintain professional communication with parents, staff, vendors, government representatives and external stakeholders.

12. Systems, Process Improvement & Digital Records

- Establish standardised administrative formats, checklists, registers and reporting templates.
- Promote the use of digital tools for recordkeeping, task tracking, inventory and communication.
- Ensure proper organisation of shared folders, official documents and administrative data.
- Review existing processes and identify opportunities to improve efficiency and accountability.
- Train the administration team on relevant systems, documentation standards and reporting procedures.

Required Qualifications

- Graduate in any discipline; a postgraduate qualification in management or administration will be an advantage.
- 5–8 years of relevant administrative experience, preferably with at least 2–3 years in a supervisory or leadership role.
- Experience in a school, educational institution, NGO, charitable trust or multi-unit organisation is preferred.
- Strong knowledge of MS Office, Google Workspace, spreadsheets and digital documentation systems.
- Understanding of procurement, vendor management, inventory control, budgeting and administrative compliance.
- Good written and verbal communication skills in English, Hindi and/or Gujarati.
- Experience managing teams, facilities, vendors and multiple administrative functions.

Key Competencies & Skills

- Administrative leadership and operational management
- Team supervision and performance monitoring
- Planning, prioritisation and execution
- Budgeting and cost control
- Procurement and vendor negotiation
- Facility and asset management
- Documentation, audit and compliance support
- Problem-solving and decision-making
- Interdepartmental coordination
- Reporting and data management
- Conflict resolution and stakeholder management
- Time management and accountability
- Confidentiality, integrity and professionalism

Work Location: In person

📌 Admin Head (Palanpur)
🏢 Toy Joy Tales
📍 Palanpur