. Key Roles and Responsibilities
1. General Administration

- Manage the daily administrative activities of the school.
- Ensure the school opens and closes on time and that routine operations run smoothly.
- Maintain discipline and proper coordination among departments.
- Implement administrative policies and instructions issued by the management and Principal.
- Maintain office files, registers, records and official documents.

2. Staff Management

- Maintain staff attendance, leave records and duty registers.
- Coordinate staff joining formalities, appointment letters and employee documentation.
- Maintain staff personal files and service records.
- Coordinate with the accounts department regarding salary processing and attendance data.
- Monitor administrative staff duties and ensure timely completion of assigned work.

3. Student Administration

- Oversee admission procedures and maintain student records.
- Ensure student files, admission forms, transfer certificates and other documents are properly maintained.
- Coordinate student attendance records with class teachers.
- Maintain records of student withdrawals, transfers and new admissions.
- Ensure proper documentation of student discipline and administrative matters.

4. Fee and Accounts Coordination

- Coordinate with the accounts department for fee collection and outstanding fee reports.
- Monitor fee records, receipts and payment follow-ups.
- Maintain records of concessions, refunds and fee-related correspondence.
- Coordinate with banks and payment gateway providers regarding fee collection issues.
- Submit periodic administrative and financial reports to management.

Note: Financial transactions, accounting entries and fee adjustments should be handled by authorised personnel.

5. Infrastructure and Facility Management





- Supervise the maintenance of classrooms, offices, washrooms, furniture and other facilities.
- Coordinate repairs, housekeeping, security, transport and maintenance activities.
- Maintain records of school assets, furniture, computers and equipment.
- Monitor stock registers and inventory of stationery and other supplies.
- Follow up with vendors and contractors regarding pending work, quality and delivery schedules.

6. Purchase and Vendor Management

- Obtain quotations and prepare comparative statements for purchases.
- Prepare purchase orders after receiving the required approval.
- Verify materials received against purchase orders and delivery challans.
- Maintain purchase files, bills, warranties and vendor records.
- Follow up on defective materials, pending work and delayed deliveries.

7. Compliance and Documentation

- Maintain documents required for CBSE, state education authorities and other applicable departments.
- Coordinate the preparation and submission of statutory reports and school disclosures.
- Maintain records of licences, certificates, inspections and renewals.
- Ensure that official records are updated and available for audits and inspections.
- Maintain confidentiality of student, staff and school management information.

8. Communication and Coordination

- Handle official emails, letters, notices and administrative correspondence.
- Coordinate between the Principal, management, teachers,



parents and external agencies.
- Prepare meeting agendas, minutes and action-taken reports when assigned.
- Ensure that management instructions are communicated to the concerned departments.
- Follow up on pending tasks and report delays to the appropriate authority.

9. Safety and Security

- Coordinate with security staff regarding visitor entry and exit.
- Maintain visitor registers and staff movement records where applicable.
- Coordinate fire safety, emergency preparedness and school safety inspections.
- Ensure that safety-related complaints and maintenance issues are reported promptly.
- Coordinate transport safety documentation and related administrative records.

10. Reporting to Management

- Prepare daily, weekly and monthly administrative reports.
- Report staff attendance, admissions, fee collection status and outstanding issues.
- Maintain a pending-work tracker with responsible persons and deadlines.
- Report major administrative issues to the Principal or management.
- Ensure that instructions and decisions are implemented within the approved timelines.

2. Daily, Weekly and Monthly Duties

Frequency

Responsibilities

Daily

Staff attendance, office operations, visitor management, emails and urgent maintenance issues

Weekly

Pending-work review, vendor follow-up, student record updates and departmental coordination

Monthly

Attendance reports, fee follow-up reports, inventory review, expense documentation and management reports

Annually

Admission preparation, staff documentation, school compliance, asset verification and annual administrative planning

3. Reporting Structure

Pay: ₹35,000.00 - ₹45,000.00 per month

Advantages:

- Cell phone reimbursement
- Provident Fund

Work Location: In person

📌 IT & Administration Officer (Moshi)
🏢 DHEERAJ INTERNATIONAL SCHOOL
📍 Moshi