Admin Coordinator: Kotak Education Foundation’s (KEF)

Kotak Education Foundation’s (KEF) mission is to support children and youth from underprivileged families through different education based interventions to rise above the poverty line and lead a life of dignity through sustainable processes. KEF works with some of India’s most economically underprivileged communities, attempting to alleviate poverty through education and livelihood programs.

KEF works with multiple regional language government-aided private institutions. These schools have been set up by social entrepreneurs and lack quality teaching, infrastructure and leadership. Through its various programs across education, innovative healthcare and livelihood training programs, the foundation supplements the efforts of these schools to improve their conditions.

Intervention HR & Admin
Position Admin Coordinator
Level Sr. Coordinator
Reporting to  Manager – Administration
Reportees None

Role Description
The job holder will be responsible for planning, overseeing and leading assigned tasks from ideation to completion.

Role & Responsibilities:

Facilities Management:

• Oversee facilities maintenance and management across all offices, ensuring a safe, clean, and conducive work environment.
• Coordinate with different vendors to address maintenance issues and implement improvements as needed.
• Oversee guest house booking, management and maintenance.
• Managing repair, maintenance & replacement of office equipment’s, appliances, furniture, furnishings, vehicles, building, etc.

Vendor Relations:

• Manage relationships with external vendors and service providers to ensure quality services and cost-effective solutions.
• Negotiate contracts and agreements to secure favourable terms for all administrative needs.

Travel Management:

• Overseeing the travel desk for all National & International travel bookings like air, road, railways.
• Overseeing the transport facilities for such as guest house, Air BnB, hotels, accommodations etc.
• Booking Accommodation for company staff as per the requirement and tie up with hotels for corporate rates pan India.
• Ensuring this is cost effective and collecting reports on a weekly basis.
• Keep a close eye on the eligibility of the staff as per the travel policy and adhere to the same for every booking.

Event Management:

• Understand the requirement and details of each events, search and book venues as per the requirement.
• Coordinate the events from start to end for a successful event.
• Negotiate the rates of the venues and get the best deal possible for the event.
• Keep a close eye on the budget of the events and expenses management for the same.
• Create a database of different venue and vendor related to event for future reference and maintain relationship with the venue owners and vendors.

Attendance Management:

• Downloading the attendance of all the staff (On Rolls/Off Rolls) from the software.
• Analysing and reconciliation of attendance data as per the company polices.
• Giving the final data to HR team for Payment processing.
• Resolving employees queries regarding attendance and time management and shaping employees experience about their attendance.

Documentation and Reporting:

• Maintain accurate records and documentation related to administrative activities, expenses, and resources.
• Prepare regular reports and analyses for leadership, highlighting key metrics and performance indicators.

Candidate Specifications:

Educational Qualification

• Graduation / Post graduation in any discipline from a Tier-I educational institute
  Years of Experience
• The ideal candidate should possess a minimum of 4-6 years of experience in supporting a senior executive (CXO level). Candidates with similar experience in the social sector will be preferred
• Age 30+ Years Male

Work Skills

• Proven experience in administrative management.
• Strong leadership and communication skills, with the ability to motivate and inspire teams.
• Excellent organizational abilities and attention to detail.
• Proficiency in MS Office and other relevant software applications, should be Outstanding in Excel (Spreadsheet/Pivot tables, etc.)
• Ability to multitask, prioritize tasks, and adapt to changing priorities in a dynamic environment.

Other Skills

• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board of trustees, external partners and donors
• Expert level written and verbal communication skills
• Strong computer and technology skills, with familiarity in using computer and web based applications
• (Microsoft Office Applications especially Excel, online portals for MIS)

Attributes

• Demonstrates concern for accuracy and detail
• Ability to quickly build relationships and influence others without authority
• Values different points-of-view; remains open-minded to change

Job Specifications:

• Nature of job Permanent
• Location KEF HO
• Hours of work
• 08:00 AM to 4:00 PM or 9:00 AM – 5:00 PM or 10:00 AM to 6:00 PM

Working conditions
There are two week offs in a month apart from casual and privilege leaves. This job will also involve working in challenging community areas with infrastructural and other disadvantages.

Disclaimer

The above statements are intended to describe the general nature and level of work performed by employees assigned to this position. It is not designed to contain or be interpreted as a comprehensive list of all duties, responsibilities, and qualifications. KEF reserves the right to amend and change responsibilities to meet intervention and organizational needs as necessary.