Job Description: Admin Executive

Department: Administration
Designation: Admin Executive
Reporting To: Admin Manager / School Management

Job Summary

The Admin Executive is responsible for managing day-to-day administrative activities, maintaining records, coordinating with staff, parents, and external vendors, and ensuring the smooth functioning of school operations. The candidate should possess excellent communication, organizational, and multitasking skills.

Key Responsibilities

Administrative Operations

Manage daily administrative activities and ensure the smooth functioning of school operations.

Maintain and update student, staff, and administrative records.

Handle documentation, filing, data entry, and correspondence.

Prepare reports, letters, circulars, and official communications as required.

Coordination and Communication

Coordinate with teachers, non-teaching staff, parents, and management.

Handle telephone calls, emails, visitor inquiries, and other communications professionally.

Assist in organizing school meetings, events, and other activities.

Ensure timely communication of important information to the concerned departments.

Office and Facility Management

Monitor office supplies, stationery, and inventory.

Coordinate with vendors and service providers for maintenance and other requirements.

Ensure proper upkeep of administrative areas and school facilities.

Maintain records of purchases, bills, and service requests.

Record Management and Reporting

Maintain accurate physical and digital records.

Prepare administrative reports, attendance records, and other documents.

Ensure the confidentiality and security of school information.

Assist in maintaining databases and updating information in school management systems.

Staff and Management Support

Provide administrative support to the management and other departments.

Assist with staff documentation, attendance records, and related administrative formalities.

Follow school policies, procedures, and administrative guidelines.

Perform additional administrative duties as assigned by the management.

Qualifications and Skills

Graduate in any discipline; a degree or diploma in Business Administration is preferred.

Prior experience in administration, preferably in a school or educational institution.

Proficiency in MS Office, particularly MS Excel, Word, and email communication.

Excellent verbal and written communication skills.

Strong organizational, coordination, and time-management abilities.

Attention to detail, problem-solving skills, and a professional attitude.

Ability to multitask and work effectively in a team.

Experience

1–3 years of relevant administrative experience preferred.

Key Competencies

Professional communication

Record keeping and documentation

Coordination and teamwork

Time management and multitasking

Confidentiality and integrity

Problem-solving and organizational skills