Admin Assistant - Facility

Company Description Anant National University is India’s premier design university, offering multidisciplinary and interdisciplinary learning across design, architecture, climate change, and the built environment. The university provides undergraduate, postgraduate, fellowship, and doctoral programs that blend theory with practical application. Its mission is to prepare and empower “solutionaries” who design and implement equitable, sustainable solutions to global challenges. Anant National University hosts seven specialized centers focused on research, curriculum development, and teaching. An incubation center further supports students’ entrepreneurial aspirations and innovation-driven projects.

Role Description

• Housekeeping Agency Management & Operations Oversight
• Supervise and monitor housekeeping agency performance to ensure high standards of cleanliness and hygiene across the campus.
• Verify deployed manpower against the approved Purchase Order (PO) on a daily basis and report discrepancies.
• Ensure adherence to defined KPIs, service levels, and contractual obligations.
• Conduct regular inspections and coordinate with the vendor for corrective actions.

• Inventory & Material Control
• Maintain inventory of housekeeping materials, consumables, and equipment.
• Track stock levels, ensure timely replenishment, and avoid shortages or overstocking.
• Monitor material usage and control wastage.
• Maintain proper records of stock issuance and consumption.

• Event, Meeting & Conference Management
• Coordinate and manage logistical arrangements for events, meetings, and conferences.
• Ensure timely setup of venues and housekeeping support.
• Liaise with internal teams and vendors for smooth execution of events.

• Classroom Setup & Arrangements
• Ensure classrooms are properly set up and maintained as per academic requirements.
• Coordinate seating arrangements, cleanliness, and availability of required resources.
• Address any setup-related issues promptly.

• Inter-Department Coordination
• Act as a liaison between the Administration Department and other departments for facility-related requirements.
• Ensure timely communication and resolution of inter-departmental requests.

• Complaint Handling & Escalation Management
• Receive, track, and resolve complaints related to housekeeping and general administration.
• Ensure timely closure of issues within defined timelines.
• Escalate critical or unresolved issues to the Manager – Administration.

• Campus Operations Support
• Ensure smooth day-to-day functioning of the university facilities.
• Monitor overall upkeep, cleanliness, and operational readiness of campus areas.
• Proactively identify and address operational gaps.

• Documentation & MIS Reporting
• Maintain accurate records and documentation related to operations, vendors, and services.
• Prepare and update MIS reports for management review.
• Ensure data accuracy and timely submission of reports.

• General Administration (Billing, Reconciliation & Procurement Support)
• Support billing processes, invoice verification, and reconciliation activities.
• Assist in raising purchase requisitions and tracking approvals.
• Coordinate with vendors and internal teams for smooth procurement processes.
• Provide administrative support to the Manager – Administration as required.

Qualifications

Graduate in any discipline (preferably Hotel Management/Administration)

3-4 years of experience in administration or facility operations

Strong proficiency in Microsoft Office tools (Word, Excel, PowerPoint).

High attention to detail and accuracy.

Effective coordination and vendor management skills.

Strong follow-up and problem-solving abilities.