Deputy Chief Administrative Officer

Position: Deputy Chief Administrative Officer

Department: Administration

Reporting To: Chief Administrative Officer / COO / Management

Experience: 10–15 years

Team Management: Experience managing 4+ staff and multiple functional teams

Major Area Key Responsibilities

1. Administration & Institutional Operations Oversee day-to-day administrative operations across the institution/campus; coordinate with departments and leadership; establish administrative systems, SOPs, checklists and reporting mechanisms; ensure smooth functioning of all support services and timely resolution of operational issues.

2. Infrastructure, Facilities & Maintenance Manage institutional infrastructure, buildings, classrooms, laboratories, offices, utilities, furniture, electrical, plumbing, HVAC, DG, lifts and other facilities. Plan preventive maintenance, monitor breakdowns, coordinate repairs and ensure infrastructure remains safe, functional and well maintained.

3. Housekeeping, Security & Safety Lead housekeeping and security operations, including manpower deployment, rosters, cleanliness standards, access control, visitor management and CCTV monitoring. Ensure fire safety, emergency preparedness, safety inspections, drills, incident reporting and compliance with institutional safety requirements.

4. Procurement, AMC & Vendor Management Oversee administrative procurement, quotation comparison, negotiation, purchase approvals, material receipt and inventory control. Manage AMC/service contracts, renewal schedules, vendor SLAs, service quality, bill verification and cost optimization. Develop and maintain an effective vendor network.

5. Team Leadership & Performance Management Lead and coordinate administrative support teams, including housekeeping, security, maintenance and other support staff. Ensure proper manpower planning, duty allocation, attendance, discipline, productivity and performance. Must have prior experience managing/coordinating a team of 4+ staff.

6. Governance, Compliance & Reporting Ensure proper administrative documentation, asset records, maintenance logs, AMC registers, purchase records, safety reports and vendor documentation. Prepare periodic MIS reports for management, monitor budgets and expenses, identify operational risks and implement corrective and preventive actions.

Minimum Qualification & Experience

• Graduate degree in any relevant discipline.

• 10–15 years of relevant experience in Administration / Facility Management / Institutional Operations.

• Experience in large institutions, schools, colleges, hospitals, corporate campuses or similar organizations preferred.

• Strong hands-on experience in Infrastructure, Housekeeping, Security, Safety, Maintenance, AMC and Procurement.

• Prior experience managing 4+ staff/team members is mandatory.

• Strong vendor management, negotiation and cost-control experience.

• Good communication, leadership, documentation and problem-solving skills.

Key Competencies

Leadership | Facility Management | Infrastructure Management | Safety & Security | Procurement | Vendor Management | AMC Management | Team Coordination | Cost Control | Administrative Governance