School Administrator

Job Summary

The School Administrator is responsible for overseeing the day-to-day administrative and operational functioning of the school. The role involves coordinating staff, students, parents, vendors, facilities, security, housekeeping, school activities, documentation, and compliance to ensure the smooth, safe, efficient, and professional functioning of the campus.

The School Administrator will work closely with the Principal, academic team, HR, finance, support staff, vendors, and other stakeholders to maintain high standards of school operations and provide a positive experience for students, staff, and parents.

Key Responsibilities

1. Facility & Infrastructure Management

• Oversee the day-to-day upkeep, maintenance, cleanliness, safety, and functionality of the school campus.
• Monitor classrooms, laboratories, offices, playgrounds, washrooms, common areas, and other facilities.
• Coordinate repairs, preventive maintenance, electrical, plumbing, civil, HVAC, and other facility-related requirements.
• Conduct regular campus inspections and ensure timely resolution of maintenance issues.
• Maintain records of maintenance activities and service reports.

2. Security & Safety Management

• Ensure effective implementation of school security and safety protocols.
• Supervise security personnel deployment, visitor management, access control, and CCTV monitoring.
• Ensure appropriate emergency preparedness and fire and safety measures.
• Coordinate mock drills and emergency preparedness activities.
• Ensure incidents are appropriately reported, documented, and escalated.

3. Housekeeping & Hygiene

• Supervise housekeeping operations and ensure high standards of cleanliness and hygiene across the campus.
• Monitor housekeeping manpower, attendance, work allocation, and performance.
• Ensure proper sanitation, waste management, and maintenance of common areas.
• Coordinate with housekeeping agencies/vendors and address service-related concerns.

4. School Events & Activities

• Plan and coordinate the administrative and logistical requirements for school events, celebrations, meetings, examinations, workshops, and other activities.
• Coordinate venue arrangements, seating, infrastructure, manpower, security, housekeeping, transportation, and vendors.
• Ensure events are conducted smoothly, safely, and within approved timelines and budgets.

5. Parent Query & Grievance Redressal

• Act as a key point of contact for parents regarding administrative, facility, safety, and operational concerns.
• Record, coordinate, and follow up on parent queries and grievances.
• Liaise with relevant departments to ensure timely resolution.
• Maintain appropriate records of complaints and resolutions.

6. Operational Coordination

• Coordinate with the Principal, teachers, administrative staff, support staff, HR, finance, transport, security, housekeeping, and other departments.
• Ensure smooth day-to-day functioning of the campus.
• Monitor operational requirements and proactively address issues affecting school functioning.
• Support management in implementing school policies and procedures.

7. Vendor & Service Provider Management

• Coordinate with external vendors, contractors, and service providers.
• Monitor the quality and timeliness of services provided.
• Maintain vendor records, contracts, work orders, quotations, and service reports.
• Follow up on pending work and ensure timely completion.
• Escalate recurring service issues to management.

8. Compliance & Documentation

• Maintain administrative records, contracts, licenses, service reports, inspection records, safety documentation, and operational checklists.
• Ensure compliance with school policies, statutory requirements, safety standards, and institutional procedures.
• Ensure important documents and records are properly maintained and readily accessible when required.

9. Emergency & Incident Management

• Support the Principal and school management during emergencies, accidents, medical situations, security incidents, and other unforeseen circumstances.
• Coordinate with security, medical personnel, emergency services, and relevant stakeholders as required.
• Ensure incidents are documented and appropriate corrective and preventive actions are initiated.

10. Staff & Support Team Supervision

• Supervise administrative and support staff including housekeeping, security, maintenance, and other operational teams as assigned.
• Monitor attendance, deployment, discipline, work allocation, and performance.
• Conduct regular briefings and ensure staff follow school procedures and standards.
• Identify manpower requirements and communicate them to the concerned department.

11. Inventory & Administrative Support

• Monitor administrative and facility-related inventory and ensure adequate availability of essential supplies.
• Coordinate procurement requirements with the concerned departments.
• Maintain appropriate stock and issue records.
• Ensure school assets and equipment are properly maintained and utilised.

Educational Qualification

• Bachelor's Degree or Master's Degree in Business Administration, Management, Operations, Hospitality, Facility Management, or any related field
• Additional certification/training in Facility Management, School Administration, Safety Management, or Operations will be preferred.
• Proficiency in MS Office, particularly MS Excel, Word, and PowerPoint.
• Familiarity with ERP/school management systems will be an advantage.

Experience

• Minimum 5+years of relevant experience in school administration, institutional administration, facility management, operations, or a similar role.
• Prior experience in a school or educational institution will be strongly preferred.
• Experience in managing campus facilities, housekeeping, security, maintenance, vendors, contractors, and support staff.
• Experience in coordinating school events, examinations, workshops, meetings, and other institutional activities.
• Proven experience in handling parent queries, administrative concerns, complaints, and grievance resolution.
• Experience in emergency management, safety procedures, incident reporting, and compliance documentation.
• Experience in supervising teams, managing manpower deployment, and monitoring staff performance.
• Strong experience in vendor management, service quality monitoring, quotations, contracts, and negotiations will be an advantage.

Key Skills & Competencies

• Excellent administrative and organisational skills.
• Strong communication and interpersonal skills.
• Effective leadership and team-management abilities.
• Strong problem-solving and decision-making skills.
• Excellent coordination and stakeholder-management skills.
• Ability to manage multiple tasks and priorities effectively.
• Strong attention to detail and documentation skills.
• Proactive approach to identifying and resolving operational issues.
• Ability to work calmly and effectively during emergencies or high-pressure situations.
• Professional, approachable, responsible, and service-oriented attitude.