Manager - Administration & Operations

DPSG Palam Vihar · Gurugram, India

Position Responsibilities:

Infrastructure & Facility Management :

• Oversee and manage all school facilities to ensure a safe, clean, functional, and aesthetically pleasing environment conducive to learning
• Ensure uninterrupted utilities and systems including electricity, water supply, sanitation, power backup, fire protection, security systems, sewage treatment, water purification, and waste management
• Plan, coordinate, and supervise repairs, preventive maintenance, renovations, and campus development projects
• Manage and maintain school buildings, grounds, utilities, and facilities to meet safety, operational, and aesthetic standards
• Ensure efficient use of space, assets, equipment and infrastructure
• Oversee housekeeping, horticulture, janitorial, workplace services, and campus cleanliness standards

Administrative Operations & MIS:

• Develop, implement, and monitor efficient administrative systems, SOPs, and operational manuals
• Oversee documentation, records management, data integrity, and administrative audits
• Develop and manage MIS for daily operations, budgeting, compliance and reporting
• Generate monthly/quarterly/annual operational and management reports for senior leadership review

Financial Management & Resource Optimization:

• Manage allocation and optimal utilization of administrative resources
• Prepare administrative and operational budgets, monitor income and expenditure, and ensure cost-effectiveness
• Maintain financial records related to administration, transport, facilities, and stores
• Promote sustainability, international-mindedness, and inclusive practices within campus operations

Vendor, Procurement & Stores Management:

• Liaise with vendors and service providers for security, housekeeping, maintenance, transport, catering, and supplies
• Negotiate contracts, monitor SLAs, and ensure quality service delivery
• Evaluate and empanel vendors as required
• Manage procurement, inventory control, monthly reconciliation, and optimum utilization
• Ensure transparency, compliance, and cost-effectiveness in procurement processes

Security & Safety Management:

• Implement, monitor, and continuously improve campus security systems and protocols
• Ensure protection of students, staff, visitors, and high-value assets
• Oversee security personnel, their deployment, and regular training
• Ensure compliance with health, safety, fire, and premises safety norms
• Conduct regular safety drills and emergency preparedness exercises

Transport Management:

• Supervise school transport operations ensuring safety, efficiency, and regulatory compliance
• Manage route planning, vehicle deployment, driver documentation, and vehicle maintenance
• Maintain transport-related documentation and expenditure records in coordination with the Transport In-charge

Compliance & Legal Matters:

• Ensure compliance with all statutory and regulatory requirements including:
• PF, ESI, TDS, labour laws
• Transport regulations
• Health, hygiene, and fire safety
• State Education Board and CBSE norms
• Manage documentation for licenses, permits, audits, and inspections
• Conduct regular compliance audits and implement corrective actions timelines

Staffing, Training, Support & Welfare:

• Manage support staff and third-party personnel
• Identify training needs and arrange training programs for administrative, security, and transport staff
• Monitor staff health, safety, and welfare in collaboration with HR
• Foster a culture of professionalism, accountability, continuous learning and operational excellence

Student & Staff Services:

• Oversee administrative support related to:
• Admissions
• Examinations
• School catering
• Travel for school trips
• General administration and student services
• Address operational and administrative concerns impacting student and staff well-being

Event Support & Visitor Management:

• Plan, organize, and coordinate school events, meetings, and functions
• Collaborate with academic and support departments to manage logistics
• Develop and enforce visitor management procedures ensuring security compliance

Communication & Stakeholder Liaison:

• Act as a liaison between school management, parents, vendors, and external stakeholders
• Manage official communications, notices and correspondence
• Support school outreach, branding and communication initiatives

IT Resources, Library & Technology Integration:

• Ensure effective functioning of Reception systems, IT Resource Centres, IT Labs, and Library
• Oversee maintenance, audits, and upgrades of administrative and operational IT systems
• Identify and implement technology solutions to enhance efficiency, communication, and data management
• Conduct regular audits (monthly/quarterly/annual) of IT resources and library facilities

Emergency Response Planning:

• Develop, review, and update emergency response and disaster management plans
• Coordinate with internal and external stakeholders for preparedness
• Conduct drills, training sessions, and evaluations to ensure readiness
• Ensure readiness for unforeseen events and crisis situations

Candidate Profile

Qualifications and Experience

Education: Graduate/Postgraduate in Administration, Management, or a related field

Experience: Minimum 10–15 years of relevant experience in startups/ mid- sized corporates/ business units/ school administration/ facilities, or operations management. Experience in handling large campuses/ business units, compliance frameworks, and multi-vendor environments preferred

Competencies Required

• Strong leadership and people management skills
• Knowledge of statutory compliances and school regulations
• Budgeting, Financial Planning & Cost Control
• Vendor and contract management
• Crisis Management, Problem-solving & Decision-Making
• Excellent communication and coordination abilities
• Proficiency in MIS and administrative systems
• Technology-driven administrative mindset

Personal Attributes

• Strategic & Cultural Fit
• High integrity and ethical standards with strong compliance orientation
• Calm under pressure, with the ability to handle crises and emergencies effectively
• Detail-oriented yet capable of maintaining a strategic, big-picture perspective
• Proactive and solution-driven, anticipating issues before they escalate
• Organized, disciplined, and process-oriented in approach.
• Resilient and adaptable to changing regulatory, academic, and operational demands
• Technology-driven administrative mindset