Department: Administration
Reports To: Principal / School Director / Management
Employment Type: Full-Time
Experience: 5–8 years of relevant experience in school administration, preferably in a CBSE school or a large educational institution.

1. Job Purpose

The Admin Manager will be responsible for the end-to-end administration and operational management of the school, ensuring the smooth, safe, efficient and cost-effective functioning of all non-academic activities.

The role includes managing school transport, infrastructure, maintenance, housekeeping, security, procurement, vendor management, statutory compliance, utilities, events and administrative staff. The Admin Manager will ensure that all school facilities and services operate efficiently and comply with applicable CBSE, state government and local authority requirements.

2. Key Responsibilities

A. End-to-End School Administration

- Manage the day-to-day administrative operations of the entire school campus.
- Establish and implement administrative policies, procedures, checklists and standard operating procedures (SOPs).
- Coordinate with the Principal, teachers, HR, accounts, admissions and other departments to ensure smooth school functioning.
- Oversee school opening and closing procedures, campus readiness, daily operations and administrative support.
- Maintain administrative records, registers, files, licenses, contracts and documentation.
- Manage administrative staff allocation, attendance, performance, training and discipline.
- Plan administrative requirements for the academic year, including reopening, examinations, admissions, annual functions and school events.
- Handle parent and staff concerns relating to transport, facilities, security and other administrative matters.
- Prepare regular operational reports for the Principal and Management.

B. School Transport Management

- Manage the complete school transport operation, including school buses, vans and outsourced transport services.
- Prepare and review bus routes, stops, schedules, student allocation and vehicle utilisation.
- Ensure that all transport vehicles meet applicable safety requirements and have valid permits, fitness certificates, insurance, pollution certificates and other required documents.
- Verify the validity of drivers’ licences, driver eligibility and attendant documentation.
- Monitor driver and attendant attendance, conduct, training and performance.
- Ensure implementation of student boarding and deboarding procedures, attendance tracking, authorised pickup arrangements and safe handover of younger students.
- Monitor GPS tracking, CCTV, speed monitoring, emergency communication and other applicable vehicle safety systems.
- Schedule preventive maintenance, servicing, repairs, inspections and vehicle fitness checks.
- Maintain transport records, vehicle logs, fuel consumption, maintenance expenses and route-wise operating costs.
- Handle transport-related parent complaints, route changes, delays, breakdowns and emergencies.
- Ensure that substitute vehicles and emergency transport arrangements are available when required.
- Coordinate with transport vendors, bus owners, drivers, attendants and relevant authorities.
- Conduct periodic transport safety audits and submit reports to the Principal/Management.

C. Infrastructure and Facility Management

- Ensure that classrooms, laboratories, libraries, staffrooms, offices, washrooms, playgrounds, corridors and common areas are clean, functional and safe.
- Supervise preventive and corrective maintenance of electrical, plumbing, civil, carpentry, painting, HVAC and other facility systems.
- Maintain a preventive maintenance calendar for the entire campus.
- Coordinate repairs, renovation, expansion and infrastructure improvement projects.
- Ensure the availability and proper functioning of furniture, fixtures, drinking water, lighting, ventilation and essential equipment.
- Monitor electricity, water, diesel, internet and other utility consumption.
- Maintain records of maintenance requests, work orders, service reports and equipment inventories.
- Coordinate with authorised service providers for lifts, generators, fire safety systems, water purification systems and other equipment, wherever applicable.
- Ensure classrooms and facilities are ready before school reopening and major school events.

D. Housekeeping, Security and Campus Safety

- Supervise housekeeping staff, cleaning contractors, security personnel and other outsourced service providers.
- Ensure cleanliness, hygiene and sanitation across the campus, including washrooms, classrooms, cafeterias and outdoor areas.
- Monitor cleaning schedules, consumables, pest control, waste disposal and periodic deep cleaning.
- Ensure proper security arrangements at the main gate, entry and exit points, reception, parking areas and school boundaries.
- Monitor visitor management, identity verification, gate passes, delivery registers and access control.
- Oversee CCTV operations, security patrols, key control and incident reporting.
- Implement campus safety procedures and coordinate fire drills,



evacuation drills and emergency preparedness exercises.
- Ensure first-aid facilities, emergency contact lists and incident escalation procedures are maintained.
- Report and address safety hazards, unauthorised access, property damage and security incidents promptly.
- Support the implementation of child safeguarding and student protection procedures in coordination with school leadership.

E. Statutory Compliance and Regulatory Coordination

- Maintain a compliance calendar covering all applicable school registrations, licences, renewals, inspections and statutory submissions.
- Coordinate with relevant authorities for fire safety, building safety, sanitation, water quality, transport, electrical safety and other applicable permissions.
- Track the validity and renewal of required certificates, approvals and service contracts.
- Maintain records of inspections, audit observations, corrective actions and compliance evidence.
- Coordinate with the appropriate departments and external consultants for applicable labour, contractor, safety and other operational compliance requirements.
- Support the Principal and Management during inspections, audits and regulatory visits.
- Ensure that compliance requirements applicable to the school under CBSE affiliation conditions and state/local regulations are monitored and fulfilled.
- Escalate compliance gaps, expired documentation and safety risks immediately.

F. Procurement, Inventory and Asset Management

- Identify administrative requirements and prepare annual procurement and operating budgets in coordination with the Accounts Department and Management.
- Obtain quotations, compare vendors, negotiate prices and recommend cost-effective purchases.
- Raise purchase requisitions and ensure purchases follow approved authorisation procedures.
- Manage procurement of stationery, cleaning materials, office supplies, furniture, equipment, uniforms or other administrative items as assigned.
- Maintain stock registers, asset registers, issue records and physical verification reports.
- Ensure proper storage, usage, maintenance and safeguarding of school assets.
- Track consumable stock levels and ensure timely replenishment.
- Monitor vendor service quality, delivery timelines, warranties and replacement obligations.
- Prevent wastage, unauthorised purchases, stock losses and unnecessary expenditure.

G. Vendor and Contract Management

- Identify, evaluate, appoint and manage vendors for transport, housekeeping, security, maintenance, pest control, waste management, cafeteria and other services.
- Ensure vendor agreements, service-level expectations, rates, insurance and required documentation are maintained.
- Monitor vendor performance against agreed service standards.
- Verify service completion and supporting documents before recommending invoices for payment.
- Coordinate with Accounts for invoice verification, payment processing and expense reconciliation.
- Review contracts before renewal and identify opportunities for improved service quality and cost savings.
- Maintain a vendor database with contact details, contracts, performance records and renewal dates.

H. Budgeting and Cost Control

- Prepare annual administrative, maintenance, transport and facility operating budgets.
- Monitor monthly expenditure against approved budgets.
- Track transport costs, fuel consumption, maintenance costs, utility bills, housekeeping expenses and vendor payments.
- Identify cost-saving opportunities without compromising student safety, statutory compliance or service quality.
- Investigate unusual expenditure and report budget variances.
- Maintain supporting records for administrative expenses and assist in internal and external audits.
- Submit periodic MIS reports covering expenditure, utilisation, vendor performance and operational efficiency.

I. School Events and Operational Support

- Coordinate logistics for annual functions, sports days, examinations, parent-teacher meetings, orientations, admissions and other school events.
- Arrange seating, stage setup, furniture, audio-visual equipment, security, housekeeping, transport and other required facilities.
- Coordinate campus readiness and emergency arrangements before and during events.
- Support the Principal and academic teams with logistical planning and execution.
- Ensure additional resources and contingency arrangements are available for large gatherings and special programmes.

J. Emergency and Risk Management

- Develop and implement emergency response procedures for fire, medical emergencies, transport incidents, power failures, severe weather and other disruptions.
- Maintain emergency contact lists, escalation matrices and contingency plans.
- Coordinate with emergency services,



authorised agencies and school leadership when required.
- Conduct periodic inspections to identify operational and safety risks.
- Record incidents, investigate operational causes where appropriate and implement corrective actions.
- Ensure business continuity arrangements are available for essential school operations.

K. Team Management and Coordination

- Lead and supervise administrative personnel, housekeeping staff, security personnel, drivers, attendants and maintenance teams, as applicable.
- Define duties, shifts, reporting structures and performance expectations.
- Conduct staff briefings, safety training and periodic performance reviews.
- Ensure attendance, punctuality, grooming, discipline and professional conduct.
- Coordinate with HR for recruitment, onboarding, training, attendance records, disciplinary matters and exit formalities relating to administrative staff.
- Promote accountability, service orientation, teamwork and continuous improvement.

3. Key Performance Indicators (KPIs)

The Admin Manager will be assessed on the following measurable parameters:

- Transport safety and reliability: Compliance with vehicle documentation, scheduled maintenance, route punctuality and timely resolution of transport complaints.
- Campus readiness: Availability, cleanliness and functionality of school facilities.
- Safety and security: Timely closure of identified hazards, adherence to safety procedures and completion of scheduled drills.
- Statutory compliance: Timely renewal of applicable certificates, licences and approvals.
- Budget management: Administrative and transport expenditure within approved budgets, with documented cost-control initiatives.
- Vendor performance: Service quality, adherence to contracts, response times and resolution of recurring issues.
- Maintenance efficiency: Timely closure of maintenance requests and reduction in recurring breakdowns.
- Inventory control: Accuracy of stock and asset registers, timely replenishment and reduced wastage.
- Parent and staff satisfaction: Timely and effective resolution of administrative complaints.
- Team productivity: Staff attendance, discipline, training and achievement of assigned responsibilities.
- Reporting and documentation: Timely submission of accurate MIS reports, audit records and operational documentation.
- Emergency preparedness: Completion of planned inspections, drills and corrective actions.

4. Qualifications and Experience

- Graduate in any discipline; a degree or diploma in Business Administration, Operations, Facilities Management or a related field is preferred.
- 5–8 years of relevant experience in administration or operations, preferably in a CBSE school, educational institution, hospital or other large service organisation.
- Prior experience managing school transport, housekeeping, security, facilities and multiple service vendors is strongly preferred.
- Experience in budgeting, procurement, inventory control, compliance documentation and team supervision.
- Familiarity with school transport safety requirements, campus maintenance and applicable statutory procedures.
- Working knowledge of MS Office, Excel, email and administrative MIS reporting.

5. Required Skills and Competencies

- Strong administrative and operational management skills.
- Excellent planning, organisation and execution abilities.
- Vendor negotiation, procurement and cost-control skills.
- Knowledge of transport operations and vehicle safety management.
- Strong team leadership and staff supervision capabilities.
- Sound problem-solving, decision-making and crisis-management skills.
- Excellent communication and coordination with parents, staff, vendors and authorities.
- Ability to manage multiple priorities and work under pressure.
- High levels of integrity, accountability, confidentiality and attention to detail.
- A proactive, service-oriented approach with a strong focus on student safety.

6. Working Conditions

- Full-time, on-campus role.
- Availability during school operating hours, with flexibility for early-morning transport operations, school events, emergencies and urgent maintenance requirements.
- Periodic campus inspections and coordination with external service providers.
- May require availability outside regular hours for critical operational issues.

7. Scope of Authority and Accountability

The Admin Manager will be responsible for the effective execution and monitoring of all assigned administrative functions. The role will have authority to coordinate staff and vendors, recommend purchases, monitor expenditure, initiate maintenance requests and implement approved administrative procedures within the delegated authority of the Principal and Management.

All significant expenditure, vendor appointments, contractual commitments, major repairs and policy decisions will be subject to the school's established approval process.

Pay: ₹60,000.00 per month

Advantages:

- Provident Fund

Education:

- Bachelor's (Preferred)

Experience:

- School Admin Manager: 4 years (Preferred)

Location:

- Vadodara, Gujarat (Preferred)

Work Location: In person

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