ADMIN OFFICER (SCHOOL)

Job Description

Roles & ResponsibilitiesManage day-to-day administrative activities and ensure the smooth functioning of school operations.Maintain administrative records, files, registers, inventory, and documentation.Monitor office supplies, stationery, equipment, and other school requirements.Coordinate maintenance, repairs, facility requirements, and other administrative requests.Ensure school premises, offices, and common areas are organised, clean, and operational.Coordinate with vendors and service providers for quotations, service requests, and procurement requirements.Obtain and compare quotations, prepare cost comparisons, and submit recommendations for approval.Follow up on purchase orders, deliveries, invoices, payments, and service completion.Maintain an updated vendor database, contracts, service agreements, and renewal records.Monitor vendor performance, service quality, and compliance with agreed terms.Supervise housekeeping staff and monitor cleanliness across classrooms, offices, washrooms, corridors, and common areas.Prepare and monitor cleaning schedules and ensure adequate coverage across the campus.Conduct regular inspections and address housekeeping issues promptly.Coordinate with maintenance and facilities teams to resolve operational issues.Ensure proper use and storage of cleaning materials and equipment.Coordinate with the designated HSE Officer on workplace safety, fire safety, emergency preparedness, and compliance requirements.Monitor the availability and condition of safety equipment and ensure reported issues are followed up.Coordinate fire drills, safety inspections, training schedules, and related documentation.Report hazards, incidents, and unsafe conditions to the concerned personnel for corrective action.Support compliance with applicable school safety requirements and regulatory standards.Coordinate with HR on staff-related administrative requirements, attendance records where applicable, onboarding arrangements, and staff facilities.Liaise with the School Principal, SLT, teachers, and support departments to address administrative needs.Coordinate with Finance for quotations, purchase requests, invoices, and payment documentation.Work with IT, transport, security, maintenance, and other support teams to ensure timely resolution of operational matters.Communicate updates, pending actions, and operational concerns to the relevant stakeholders.Prepare periodic reports on administrative expenses, vendor performance, maintenance issues, housekeeping, and pending requests.Maintain records of quotations, purchases, assets, service contracts, and administrative activities.Ensure timely renewal and maintenance of relevant licences, contracts, and service records, in coordination with the responsible departments.Follow school policies, approval procedures, confidentiality requirements, and established administrative processes.Perform other administrative duties assigned by the School Principal or Management.Desired Candidate ProfileExperience in vendor management, procurement coordination, facilities, and housekeeping supervision.Knowledge of MS Office, record management, and administrative reporting.Familiarity with UAE school operations, HSE requirements, and regulatory compliance is an advantage.Strong coordination and organisational skills.Effective communication and interpersonal skills.Vendor negotiation and cost-conscious decision-making.Problem-solving and follow-up skills.Ability to supervise support staff and manage multiple priorities.Attention to detail, accountability, and confidentiality.Ability to work collaboratively with HR, SLT, Finance, and other departments.

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