Assistant Manager - Administration in Bombay, भारत

Assistant Manager – Administration

About RBK Educational Institutions
RBK Educational Institutions operates a network of 6 schools , providing quality education through a strong focus on academic excellence, student well-being, and efficient school operations. We are looking for an experienced Assistant Manager – Administration to oversee and coordinate administrative functions across all our schools.

Role Overview
The Assistant Manager – Administration will be responsible for the central administration and coordination of administrative operations across all 6 schools . The role will work closely with school leadership, Admin Executives, vendors, contractors, and the Head of Operations to ensure that all schools have safe, well-maintained, compliant, and efficiently functioning facilities.

The position is based at the Head Office and will require regular travel to the schools as and when required.

Key Responsibilities

• Oversee day-to-day administrative operations across all 6 schools.
• Act as the central point of coordination between the Head Office and school-level Admin Executives.
• Supervise and provide guidance to Admin Executives stationed at individual schools.
• Ensure consistent administrative processes, standards, and practices across all locations.
• Conduct regular school visits to review administrative requirements and address operational issues.
• Identify gaps and implement improvements to administrative processes and services.

• Manage and coordinate relationships with vendors, contractors, and service providers across schools.
• Negotiate and review vendor quotations, commercial terms, service agreements, and contracts.
• Ensure timely renewal and proper documentation of contracts and service agreements.
• Monitor vendor performance and ensure adherence to agreed SLAs and quality standards.
• Coordinate resolution of vendor-related issues and escalations.

• Oversee administrative bills, invoices, quotations, purchase requests, and related documentation.
• Coordinate with the Finance team for timely processing of vendor payments.

• Oversee routine and preventive maintenance of school facilities, including electrical, plumbing, civil, HVAC, carpentry, equipment, and other infrastructure requirements.

• Monitor all Annual Maintenance Contracts (AMCs) across schools and ensure timely renewals and service visits for equipment and critical systems.

• Oversee security arrangements across all schools in coordination with school teams and security agencies.
• Monitor deployment, attendance, and performance of security personnel.
• Ensure implementation and periodic review of fire and safety procedures .
• Oversee stationery and administrative consumables across schools.

• Support schools with general administrative requirements and operational challenges.

• Prepare regular reports on administrative operations, maintenance, vendor performance, AMCs, expenses, and outstanding issues.
• Escalate critical operational, safety, or infrastructure issues to the Head of Operations.

• Directly coordinate and oversee Admin Executives stationed across the 6 schools .
• Allocate responsibilities, monitor performance, and provide guidance to school-level administrative teams.
• Establish clear processes and reporting mechanisms for administrative functions.
• Ensure timely escalation and resolution of issues across locations.

Key Requirements

• 5–8 years of relevant experience in administration, facilities management, operations, or a similar role.
• Experience in managing administration across multiple locations/sites will be strongly preferred.
• Prior experience in schools, educational institutions, corporate offices, residential/commercial facilities, hospitality, healthcare, or other multi-site environments would be an advantage.
• Strong experience in vendor management, contracts, AMC management, maintenance, billing, and facilities administration.
• Working knowledge of fire & safety, security, facility maintenance, and general administration.
• Good negotiation, coordination, and problem-solving skills.
• Strong follow-up and organizational skills with the ability to manage multiple locations and priorities simultaneously.
• Proficiency in MS Office/Google Workspace and administrative reporting tools.
• Willingness to travel between schools as required .

Reporting to: Head of Operations
Location: Head Office
Travel: Regular travel to RBK schools as required