Administration Assistant

Admin Assistant (Unit)

Location: Chitravad - Talala - GIR
Organization: Aga Khan School, Chitravd

Purpose of the Role:
The Admin Assistant will manage day-to-day administrative operations at the school level, including staff records, procurement, facility maintenance, and support for events and examinations. The role also provides assistance to the Asst. Manager/Manager Operations in ensuring effective safety, security, and upkeep of school infrastructure.

Key Responsibilities

Staff Administration

• Maintain service books, leave records, and attendance details of teaching and non-teaching staff.
• Monitor and share monthly attendance reports with HR.
• Keep general records of all school staff updated and accessible.
  

Examination Support

• Coordinate with the School Examination Committee to ensure smooth conduct of internal and board examinations.
• Manage printing, distribution, and organization of examination materials.
• Support facilitation of government and public examinations.
  

Procurement & Coordination

• Maintain stock registers and follow the procurement workflow from requisition to goods receipt.
• Liaise with vendors and regional accounts for purchase orders, bills, and payments.
• Coordinate with Procurement and Admin teams for insurance matters (Group Mediclaim, GPA, Student Accident Insurance, etc.).
• Raise GRNs in FIS and ensure all materials are received and distributed properly.
  

Events & Logistics

• Support the Manager – Operations and School Leadership in organizing school events, sports, cultural programs, and workshops.
• Arrange travel and accommodation for staff and students for field trips, training, or competitions.
• Manage logistics for visitors and guests from central offices or other schools.
  

• Oversee preventive maintenance of equipment and facilities (ACs, printers, lifts, fire systems, water purifiers, STPs, etc.).
• Ensure effective housekeeping, cleanliness, and maintenance through regular online checklists (daily/weekly/monthly).
• Monitor Annual Maintenance Contracts (AMCs) for key systems and services.
  

Qualifications & Skills

• Education: Graduate, preferably B.Com.
• Experience: Minimum 3 years of relevant administrative experience, preferably in the education sector.
  
• Skills:
  
• Strong MS Office and general administration skills
• Excellent communication and interpersonal abilities
• Professional maturity, integrity, and team collaboration skills
• Ability to multitask and manage operations efficiently