Administrative Manager/Officer

Company Description

Founded in 2015 by visionary social entrepreneurShri. Shantilal Muttha, the Shantilal Muttha Foundation (SMF) is a non-profit organization committed to ensuring every child receives an education that nurtures them into compassionate, responsible citizens.SMF focuses on transforming school education through fundamental changes that align with national and state educational priorities. By engaging proactively and collaboratively with school systems and stakeholders, SMF seeks to create a value-based, equitable, and high-quality education ecosystem.

SMF believes and adopts system strengthening approaches to ensure sustainable change at scale. To ensure this, the foundation collaborates with government authorities, national and international consultants, advisors, and like-minded organisations to develop strategic partnerships. These alliances enable SMF to design and implement impactful solutions, ensuring lasting change in education systems.

Role Description

The Administrative Manager/ Officer plays a key role in ensuring the smooth and efficient operation of the organisation. This position oversees day-to-day administrative functions, supports governance processes, manages office systems, and provides operational support to staff and volunteers. The role requires strong organisational skills, attention to detail, and the ability to balance multiple priorities in a mission-driven environment.

Key Responsibilities

# Office & Operations Management:

Oversee day-to-day administrative operations to ensure smooth functioning of the Pune office and project sites.

Manage facilities, office infrastructure, assets, supplies, and vendor services.

Ensure efficient documentation, record-keeping systems (digital & physical), and statutory registers.

Coordinate logistics for meetings, trainings, workshops, and leadership engagements.

#Procurement & Vendor Governance:

Lead end-to-end procurement processes in line with organisational policies and compliance norms.

Identify, onboard, and manage vendors/consultants through structured agreements and documentation.

Monitor contract deliverables, timelines, and service quality standards.

Coordinate with finance for timely invoice verification, processing, and payment tracking.

#Compliance, Governance & Risk Management

Ensure adherence to internal administrative policies and statutory requirements.

Support audits (internal/external) by maintaining documentation and compliance records.

Monitor administrative budgets and cost controls in coordination with finance.

Develop and implement SOPs to strengthen operational efficiency and accountability.

#HR & People Support Operations

Support recruitment logistics, onboarding processes, documentation, and induction coordination.

Maintain employee records, contracts, and administrative HR compliance documents.

Assist in employee engagement initiatives, staff welfare activities, and training coordination.

Act as a coordination bridge between HR, Finance, and program teams.

# Stakeholder & Program Support

Provide administrative and coordination support to leadership and program teams.

Facilitate communication with government departments, consultants, and partner organisations.

Ensure timely submission of administrative documentation required for projects and partnerships.

Support expansion activities (new site setup, vendor onboarding, infrastructure readiness).

Qualifications & Skills

Bachelor's degree in Business Administration, Management, Commerce, or related field (Master's degree preferred).

Minimum 58 years of relevant experience in administration, operations, or office management.

Prior experience in the not-for-profit / education / development sector will be an added advantage.

Experience in handling procurement processes, vendor negotiations, and contract management.

Exposure to compliance documentation, audit coordination, and governance processes.

Working knowledge of basic finance operations (invoice processing, budget tracking, payment follow-ups).

Experience in supporting HR operations such as onboarding documentation, employee records, and policy coordination.

Demonstrated ability to manage multi-site or project-based administrative operations (preferred).

Skills & Competencies

Strong organisational and time-management skills with the ability to manage multiple priorities.

Excellent written and verbal communication skills in English (Hindi/Marathi proficiency preferred).

Proficiency in Microsoft Office, Google Workspace, and documentation management systems.

Strong documentation, drafting, and record-management capability.

Good analytical and problem-solving skills.

Vendor coordination and negotiation skills.

Ability to maintain confidentiality and handle sensitive information.

High attention to detail with structured execution ability.

Ability to work independently while collaborating effectively with cross-functional teams.

What We Offer:

The opportunity to make a meaningful impact on education domain.

A collaborative and supportive work environment.

Competitive salary and benefits package.

Opportunities for professional development.

Apply: Please submit your resume and a cover letter outlining your experience to Anmol Garg at [Confidential Information]. Please include Administrative Manager/Officer Application in the subject line.

Shantilal Muttha Foundation is an Equal Opportunity Employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and volunteers.