Company Description : ECA Global is a leading private higher education group, founded in Australia, with multiple higher education brands across Sydney, Brisbane, Melbourne, Perth, and Parramatta. The group has expanded its presence with new campuses in the UK and operations across Europe, China, the Philippines, Brazil, Nepal, and India. Each year, ECA Global welcomes around 15,000 students from around the world into its campuses.

The organization focuses on delivering quality education and fostering an inclusive, diverse learning environment. ECA Global offers opportunities to work in a dynamic, international setting with a strong emphasis on student success and operational excellence.

Role Description :We are seeking a highly organized and proactive Administration & Facilities to oversee the seamless operation of our office infrastructure and administrative services. This role is pivotal in ensuring a safe, effective, and productive work environment by managing property maintenance, travel logistics, vendor relationships, and office administration across multiple locations. The ideal candidate will be a strategic problem-solver with a strong focus on cost-effectiveness and quality service delivery.

Key Responsibilities:

- Facilities & Infrastructure Management
- Oversee the overall maintenance, upkeep, and operational efficiency of all company premises, including Santosa, Meadows, and the ECA Building.
- Develop, implement, and monitor preventive maintenance schedules to ensure timely repairs and maintain high standards of infrastructure and service quality.
- Monitor and optimize utility consumption to improve operational efficiency and control costs.
- Ensure compliance with applicable statutory requirements, health and safety regulations, and company policies.

2. Travel, Transport & Logistics Management
- Manage staff and visitor transportation services, including daily employee commutes and transportation for official purposes.
- Oversee the corporate travel desk, coordinating end-to-end travel arrangements, including flight and train bookings, hotel reservations, and itinerary planning.
- Coordinate with travel agencies and service providers to negotiate competitive rates and ensure reliable, cost-effective, and high-quality services.




- Ensure smooth execution of travel and transportation requirements while adhering to company policies and approved budgets.

3. Office Administration & Procurement
- Manage the procurement, distribution, and inventory of stationery, office supplies, and consumables across all company locations.
- Maintain appropriate stock levels through effective inventory monitoring, systematic recordkeeping, and timely replenishment.
- Coordinate administrative and logistical arrangements for company events, meetings, conferences, and other official engagements.
- Ensure the timely availability of essential office resources to support uninterrupted business operations.

4. Vendor & Contract Management
- Identify, evaluate, negotiate with, and onboard vendors for facilities management, travel, office administration, and other operational requirements.
- Negotiate contracts, commercial terms, and Service Level Agreements (SLAs) to achieve cost efficiency and maintain high service standards.
- Conduct periodic vendor performance evaluations to ensure compliance with agreed terms, service quality, and timelines.
- Maintain a centralized database of vendors, contracts, renewal dates, and payment schedules in coordination with the Finance department.
- Monitor vendor deliverables and resolve service-related issues to ensure continuous improvement and operational effectiveness.

5. Compliance, Documentation & Reporting
- Maintain accurate, updated, and well-organized records relating to property maintenance, vendor agreements, travel arrangements, inventory, and administrative activities.
- Prepare and present periodic Management Information System (MIS) reports covering administrative expenses, operational performance, and key activities.
- Monitor administrative expenditures against approved budgets and identify opportunities for cost optimization.
- Ensure adherence to company policies,



statutory obligations, regulatory requirements, and health and safety standards.
- Support internal and external audits by ensuring the availability and accuracy of relevant documentation.

6. Reception & Front Office Management
- Oversee daily reception and front office operations, ensuring a professional, courteous, and welcoming experience for visitors, clients, employees, and business associates.
- Manage visitor registration, appointment scheduling, visitor passes, and coordination with the relevant employees and departments.
- Handle incoming calls, direct them to the appropriate departments, respond to general inquiries, and ensure accurate and timely communication of messages.
- Supervise incoming and outgoing courier services, mail handling, and document distribution.
- Ensure that reception areas, waiting lounges, and meeting rooms remain clean, organized, and presentable at all times.
- Coordinate meeting room bookings, visitor refreshments, and other front office requirements to ensure smooth daily operations.
- Maintain accurate visitor logs, appointment registers, courier records, and other relevant front office documentation.
- Ensure compliance with visitor management protocols, access control procedures, confidentiality requirements, security standards, and customer service guidelines.
- Train, guide, and monitor reception personnel, wherever applicable, to maintain consistent service quality and professional standards across all locations.
- Serve as the primary point of contact for front office-related matters, addressing concerns promptly and escalating issues to the appropriate departments whenever necessary.

- Qualifications & Competencies
- Proven experience in facilities management, office administration, or a similar role.
- Exceptional organizational and multitasking abilities with a keen attention to detail.
- Strong negotiation, vendor management, and relationship-building skills.
- Excellent verbal and written communication and interpersonal skills.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
- Working knowledge of facility management software (e.g., CAFM) and travel management systems is highly desirable

📌 Administrative Specialist (Ahmedabad)
🏢 ECA Global
📍 Ahmedabad