– Admin Officer

Organisation: Shikha Academy

Location: Borivali, Mumbai

Department: Administration

Reporting to: Head – Administration / Management

About Shikha Academy

Shikha Academy is a K–12 school following the Cambridge International curriculum, committed to providing quality education to children from underserved communities. We believe that a well-functioning school environment is essential to creating meaningful learning experiences for students and a productive workplace for staff.

We are looking for a proactive, organised and dependable Admin Officer to oversee day-to-day administrative operations and ensure the smooth and efficient functioning of the school campus.

Role Overview The Admin Officer will be responsible for managing campus administration, facilities, vendor coordination, procurement, inventory, logistics and general administrative support. The role requires someone who can independently manage operational requirements, anticipate challenges and ensure that the school's infrastructure and administrative processes function efficiently.

Key Responsibilities : 1. Campus & Facilities Management

- Oversee the day-to-day functioning and upkeep of the school campus.
- Ensure classrooms, offices, common areas, washrooms and other facilities are clean, secure and well-maintained.
- Coordinate housekeeping, security, maintenance and other facility-related activities.
- Monitor maintenance requirements and ensure timely resolution of repair and service requests.
- Coordinate with the building management and external agencies for infrastructure-related matters.
- Conduct regular campus inspections to identify and address operational issues.

2. Vendor & Service Provider Management

- Coordinate with vendors and service providers for housekeeping, security, maintenance, transport and other administrative requirements.
- Obtain quotations, compare costs and coordinate approvals for purchases and services.
- Monitor vendor performance and ensure timely delivery of services.
- Maintain vendor records, agreements,



service schedules and payment-related documentation.
- Ensure adherence to agreed service standards and timelines.

3. Procurement & Inventory Management

- Manage procurement of office supplies, stationery, housekeeping materials and other administrative requirements.
- Maintain inventory records and monitor stock levels to ensure timely replenishment.
- Coordinate purchase requests from different departments and ensure timely fulfilment.
- Maintain proper documentation of purchases, quotations, invoices and delivery records.
- Ensure cost-effective utilisation of resources.

4. School Events & Logistics

- Coordinate logistical arrangements for school events, meetings, workshops, staff activities and external visits.
- Manage venue arrangements, seating, equipment, refreshments and other event-related requirements.
- Coordinate transportation and logistics for school-related activities whenever required.
- Provide administrative support for parent meetings, visitor management and institutional events.

5. Safety, Security & Compliance

- Support the implementation of campus safety and security procedures.
- Coordinate with security personnel and ensure visitor entry and exit protocols are followed.
- Maintain records relating to fire safety equipment, maintenance checks and other applicable safety requirements.
- Coordinate periodic safety inspections, emergency preparedness activities and necessary maintenance.
- Ensure relevant administrative licences, registrations and compliance records are maintained and renewed on time.

6. Administrative Coordination & Documentation

- Maintain administrative records, registers,



files and documentation.
- Handle incoming administrative requests and coordinate with relevant departments for resolution.
- Support management with administrative reports, expense records and operational updates.
- Ensure timely processing and submission of administrative bills and invoices to the Accounts team.
- Support the development and implementation of administrative processes and systems.

Qualifications & Experience

- Bachelor's degree in any discipline. A qualification in Business Administration or Facilities Management will be an advantage.
- 2–4 years of experience in administration, facilities or campus operations.
- Prior experience in a school, educational institution or large office environment will be preferred.
- Experience in vendor management, procurement, inventory management and facilities coordination.
- Working knowledge of MS Office and Google Workspace.

Key Competencies

- Strong planning, coordination and organisational skills.
- Ability to manage multiple tasks and priorities.
- Vendor management and negotiation skills.
- Problem-solving ability and attention to detail.
- Strong communication and interpersonal skills.
- Ability to work independently and take ownership of operational requirements.
- Cost consciousness and resource management.
- A proactive, service-oriented and solution-focused approach.

What We Are Looking For We are looking for someone who takes ownership of the campus environment and understands that efficient administration plays an important role in creating a safe, organised and supportive learning environment.

The ideal candidate will be hands-on, dependable and comfortable managing multiple operational requirements while working collaboratively with teachers, staff, students, vendors and management.

Job Types: Full-time, Permanent

Benefits

- Health insurance
- Provident Fund

Education:
- Bachelor's (Preferred)

Shift availability:
- Day Shift (Preferred)

Work Location: In person

📌 Administration Officer (Borivali)
🏢 Shikha Institute of Education
📍 Borivali