Administration Officer

Job title: Administration Officer

Purpose

The Administrative Officer serves as a key contact for employees to ensure the smooth functioning of administrative and facility operations at NCDOE. The role is responsible for coordinating services such as Partner on boarding, procurement support, admin invoicing, facility upkeep, housekeeping, travel arrangements, event logistics, security coordination, and office supplies management.

Duties & Responsibilities

Procurement & Vendor Coordination

• Prepare and process Purchase Requisitions (PR) and coordinate with the central Admin team for procurement and timely delivery of required materials and services.
• Coordinate with vendors and internal stakeholders for service delivery related to administrative and facility requirements.
Manage and monitor Annual Maintenance Contracts (AMCs) and rate contracts for facility services including maintenance, security, housekeeping, waste management, and energy management.

Partner Onboarding & Documentation

Review and verify documentation for onboarding new partners and updating details of existing partners to ensure compliance and accuracy.

Issue program and community licenses to Authorized Enrollment Partners (AEPs) and maintain records of agreements, renewals, and related MIS documentation.

Facility Maintenance & Infrastructure Support

• Assist the HOD in developing and implementing preventive maintenance programs for facility infrastructure, equipment, and systems.
Coordinate with maintenance staff and external contractors for repairs, renovations, and infrastructure upgrades to ensure operational efficiency.

Financial & Invoice Management

• Verify and process Pan-India invoices, petty cash settlements, travel expenses, and local conveyance claims in line with institutional procedures.
Assist the Admin team in invoice processing, documentation verification, system entries, and follow-ups with the Finance & Accounts department.  Support preparation and monitoring of the facility administration budget, including operational and maintenance expenses.

Administrative Operations Support (Backup to Admin Coordinator)

• Provide backup support to the Admin Coordinator in managing day-to-day administrative operations including office facility management, staff travel arrangements, and coordination of meetings, conferences, and institutional events.
Assist in ensuring smooth functioning of office facilities, travel logistics (flight/train/cab bookings, accommodation, local transport), meeting room allocation, and event logistics such as venue coordination, catering arrangements, and material preparation to support seamless institutional operations.

Dimensions:

This is individual contributor role.

Requirements- Skills & Competencies:

• Ability to organize and priorities own work to meet tight deadlines.
• Be able to maintain confidentiality as dealing with marks of the student
• High level of accuracy, punctuality, attention to detail & multitasking ability
• Excellent communication skills, both written and oral.
• Strong IT ability, including proficiency in MS Excel & adoption of new technologies
• Excellent customer service skills and professional manner.
• Flexibility and ability to respond to changing priorities.
• Effectively uses variety of office equipment such as a Desktop/Laptop, photocopier, Scan etc.
• Positive, enthusiastic attitude and team player

Qualification

Experience

• 5 to 10 years of proven experience in facility management, travel coordination & office administration including managing multiple facilities

In 1981, Shri Vile Parle Kelavani Mandal (SVKM) established Narsee Monjee Institute of Management Studies (NMIMS) to meet the growing demand for management education. In 2003, NMIMS was declared a deemed to be university under Section 3 of the UGC Act 1956. The Vision of the University is to be a globally admired University by 2030. The Mission of NMIMS is to emerge as a Centre of Excellence, best in class in India and Asia and yearning to be the best in the world by 2030.

With the legacy of 40 years, NMIMS has grown to being not only one of the top-10 B-schools in India but also emerged as a multi-disciplinary, multi-campus University at Mumbai, Navi Mumbai, Indore, Shirpur, Dhule, Bengaluru, Hyderabad and Chandigarh and seventeen constituent schools that include Management, Family Business, Engineering, Pharmacy, Architecture, Commerce, Economics, Law, Science, Liberal Arts, Design, Performing Arts, Mathematical Science, Agricultural Science, Hospitality Management, Branding & Advertising and Distance Learning. In addition, we have nine Centres of Excellence as well at the University.

The consistent academic quality, research focus, faculty from top national and global institutes and strong industry linkages at NMIMS have placed it amongst the nation's prime centres of educational excellence and research today. More than 17000 students and about 750 full-time faculty members, 10 faculty members with Fulbright Scholarship and Humboldt International Scholarship for post-doctoral researchers are part of India's most sought after academic community.