The Stores and Help Desk Administrator will be responsible for the end-to-end management of school stores and inventory, along with providing administrative, coordination, and academic support to the Head of School and Academic Coordinators.

The role involves managing school materials, student-related supplies, procurement and stock records, while also supporting meetings, documentation, examinations, academic programmes, and other school activities.

Key Responsibilities:

A. Stores Administration

- Manage the complete day-to-day operations of the school stores.
- Maintain accurate records of all school materials, supplies, consumables, and assets handled through the stores.
- Manage the receipt, storage, issue, distribution, and replenishment of materials.
- Maintain and regularly update stock registers and inventory records.
- Monitor stock levels and initiate timely requirements for replenishment.
- Coordinate procurement of required materials in consultation with the concerned departments.
- Coordinate with vendors regarding quotations, orders, deliveries, pending supplies, replacements, and discrepancies.
- Maintain proper documentation for all inward and outward materials.
- Manage student-related materials such as stationery, uniforms, books, academic supplies, and other required items.
- Coordinate the issue and distribution of materials to students, teachers, and departments.
- Conduct periodic physical stock verification and reconcile physical stock with records.
- Maintain proper storage, categorization, labelling, and systematic arrangement of materials.
- Track damaged, excess, obsolete, or shortage items and report them to the concerned authority.
- Ensure the availability of essential materials required for the smooth functioning of the school.

B. Academic Help Desk Administration

- Provide day-to-day administrative support to the Head of School and Academic Coordinators.
- Act as a central coordination point for academic and administrative requirements.
- Coordinate and organize meetings, academic programmes, workshops, orientations, training sessions, and other school activities.
- Manage meeting schedules, venue arrangements, required documents, attendance, and follow-up actions.
- Prepare, organize, maintain, and process academic and administrative documents.
- Maintain physical and digital files, records, registers, trackers, and reports.




- Coordinate with teachers and departments for collection and submission of required information.
- Follow up on assigned tasks and ensure timely completion of pending requirements.
- Assist the academic leadership team with routine correspondence, reports, data collection, and documentation.
- Handle routine queries and requirements received through the academic help desk and coordinate with the appropriate department for resolution.

C. Student Examination & Academic Support

- Support the end-to-end administrative coordination of student examinations and assessments.
- Assist with examination schedules, seating arrangements, room allocation, stationery, and other examination requirements.
- Coordinate the preparation, distribution, collection, and safe handling of examination-related materials.
- Maintain examination records and related documentation.
- Support Academic Coordinators in organizing student academic data, assessment records, reports, and other documentation.
- Assist in coordinating academic activities, competitions, programmes, events, and student-related initiatives.

D. School Programme & Event Coordination

- Provide administrative and logistical support for school programmes and academic events.
- Coordinate required materials, stationery, documents, schedules, venues, and other arrangements.
- Support the Head of School and Academic Coordinators in ensuring the smooth execution of planned activities.
- Assist with pre-event preparation and post-event documentation and follow-up.

E. Documentation & Record Management

- Maintain systematic and updated physical and digital records.
- Ensure all documents are properly filed, indexed, and easily retrievable.
- Maintain trackers for stock, procurement, distribution, meetings, examinations, academic programmes, and pending actions.
- Prepare periodic reports and status updates as required.
- Ensure confidentiality and appropriate handling of school and student-related information.

F. Coordination & Communication

- Coordinate effectively with the Head of School, Academic Coordinators, teachers, administration, finance, procurement, vendors,



students, and other stakeholders.
- Ensure timely communication and follow-up on assigned requirements.
- Escalate shortages, delays, discrepancies, or operational concerns to the appropriate authority.
- Maintain professional communication and a service-oriented approach while handling staff and student requirements.

Key Skills & Competencies

- Strong organizational and administrative skills.
- Good inventory and stock management skills.
- Excellent coordination and follow-up abilities.
- Strong attention to detail and accuracy.
- Good written and verbal communication skills.
- Proficiency in MS Excel, MS Office, Google Workspace, and other digital documentation tools.
- Ability to manage multiple responsibilities and meet deadlines.
- Good problem-solving and vendor coordination skills.
- Ability to work independently and coordinate effectively with multiple departments.
- Professional, approachable, and service-oriented attitude.

Qualifications & Experience

- Graduate degree in any relevant discipline.
- Prior experience in school administration, stores/inventory management, office administration, academic coordination, or a similar role will be preferred.
- Experience in an educational institution will be an added advantage.
- Valuable working knowledge of Excel and documentation systems.

Key Performance Areas

- Accurate and timely maintenance of stock records.
- Effective management and availability of school materials.
- Timely procurement and replenishment of required items.
- Proper documentation of material receipt, issue, and distribution.
- Regular and accurate stock reconciliation.
- Timely completion of help desk and administrative requirements.
- Smooth coordination of meetings, examinations, and academic programmes.
- Timely maintenance and submission of academic and administrative records.
- Effective support to the Head of School and Academic Coordinators.
- Overall smooth functioning of the Stores and Academic Help Desk.

Safeguarding & Child Protection

- The Stores & Helpdesk Administrator is expected to follow strict safeguarding policies.
- Ensure safe, appropriate, and monitored use of library resources.
- Report concerns according to school safeguarding procedures.
- Maintain a child-friendly, inclusive, and respectful environment.

Pay: ₹20,000.00 - ₹23,000.00 per month

Work Location: In person

📌 Stores & Helpdesk Administrator (Tiruppur)
🏢 The Indian Public School
📍 Tiruppur