Admin Assistant - Field & Maintenance

Staford School | Lucknow
Experience: 1 to 4 Years
Salary: ₹2.4 to ₹3.0 LPA
Employment Type: Full-time, Permanent
Location: Lucknow
Job Type: Field + Administrative

About Staford School

Staford School is a growing education organization committed to fostering strong learning environments and meaningful experiences for students, parents, and educators. As we continue to expand our operations, we are seeking a proactive and reliable Admin Assistant - Field & Maintenance to support day-to-day administrative, maintenance, procurement, and government liaison activities.

About the Role

This is a field-oriented administrative position ideal for a detail-oriented professional comfortable operating across school premises, vendor locations, government offices, and external stakeholder sites.

The primary responsibility will be to ensure that maintenance requirements, field-level administrative tasks, government liaisoning, procurement-related market surveys, and operational follow-ups are executed efficiently and within agreed timelines.

The ideal candidate will demonstrate practicality, accountability, strong local network awareness, and the ability to independently drive operational outcomes with minimal supervision.

Key Responsibilities:

1. Maintenance & Facility Support

Coordinate and follow up on day-to-day maintenance requirements across school facilities.
Identify maintenance issues related to electrical, plumbing, civil work, furniture, fixtures, equipment, housekeeping, and other facility requirements.
Coordinate with technicians, contractors, vendors, and service providers.
Visit sites and verify completed maintenance work for quality and compliance.
Follow up on pending repair and maintenance jobs until full resolution.
Maintain accurate records of maintenance requests, vendor visits, quotations, and completed work.
Escalate urgent maintenance issues to the concerned authority in a timely manner.

2. Government Liaisoning & Field Coordination

Visit government offices and relevant authorities for routine administrative follow-ups.
Coordinate submission and collection of documents, applications, letters, permissions, and other official paperwork.
Maintain professional and courteous communication with government officials and external stakeholders.
Follow up on pending applications, approvals, certificates, registrations, and other administrative matters.
Assist management in coordinating with local authorities as required.
Maintain comprehensive records of government-related visits, submissions, and follow-ups.

3. Procurement & Market Survey

Conduct market surveys for materials, equipment, furniture, stationery, maintenance items, and other operational requirements.
Visit local markets and vendors to compare prices, quality, availability, and delivery timelines.
Collect and compare quotations from multiple vendors to support decision-making.
Assist the administration/procurement team in identifying cost-effective and reliable suppliers.
Negotiate with vendors, where delegated, to secure favorable commercial terms.
Verify material availability and coordinate timely delivery.
Maintain an updated vendor database and quotation records.

4. Vendor & Service Provider Coordination

Identify and coordinate with local vendors, technicians, contractors, and service providers.
Obtain quotations and negotiate basic commercial terms within assigned authority.
Coordinate vendor visits and align work schedules with school operations.
Track pending work and ensure timely completion as per agreed SLAs.
Report any quality, pricing, or service-related concerns to management promptly.
Build and maintain a reliable and responsive local vendor network.

5. Administrative Support

Assist the administration team with day-to-day operational requirements.
Handle field-level documentation and official correspondence.
Support school events, inspections, meetings, and other activities as needed.
Collect documents, materials, bills, quotations, and other records from vendors or external parties.
Maintain basic administrative registers and records in an organized manner.
Assist in any other operational or administrative task assigned by management.

Candidate Requirements

Graduate in any discipline.
1 to 4 years of experience in administration, facility management, field operations, procurement support, school administration, office administration, or a similar role.
Familiarity with Lucknow and local markets is advantageous.
Comfortable travelling within Lucknow for official and operational work.
Strong written and verbal communication and interpersonal skills.
Ability to communicate professionally with vendors, technicians, government officials, and other external stakeholders.
Excellent follow-up and coordination capabilities.
Proficiency in MS Office (Word, Excel), Google Workspace, email, and WhatsApp for documentation and communication.
Ability to maintain accurate and accessible administrative records.
Must possess a valid two-wheeler driving licence and have access to a reliable two-wheeler for field duties.
Physically fit and comfortable with regular field visits and site inspections.

Preferred Skills

Experience working in schools, institutions, facility management, hospitality, construction, real estate, or corporate administration environments.
Established knowledge of local vendors, service providers, and market dynamics in Lucknow.
Experience interacting with government offices or local authorities.
Familiarity with procurement processes, including quotation comparison and vendor evaluation.
Strong negotiation and vendor relationship management skills.
Proven problem-solving ability and consistent follow-up discipline.

What We Are Looking For

We are seeking a hands-on, execution-focused individual who thrives in dynamic, multi-stakeholder environments.

This role is not suitable for candidates seeking purely desk-based administrative work. The successful candidate will be expected to engage actively in field operations—visiting sites, speaking with vendors and officials, verifying work quality, comparing market prices, following up persistently, and independently closing operational tasks.

Reliability, ownership, local knowledge, and a results-driven mindset are highly valued.

Key Performance Indicators

Timely closure of maintenance requests and facility issues.
Effective coordination with vendors and service providers.
Timely completion of government-related follow-ups and submissions.
Quality, accuracy, and timeliness of market surveys and vendor comparisons.
Cost-effective procurement recommendations and vendor negotiations.
Accuracy and completeness of administrative and operational records.
Responsiveness and accountability in resolving operational issues.

Compensation

₹2.4 to ₹3.0 LPA , depending on experience, skills, and overall suitability for the role.

Location : Lucknow, Uttar Pradesh

Employment Type: Full-time | Permanent

Admin Assistant - Field & Maintenance

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