Associate Administration

Job Description

The Associate - Administration is responsible for supporting the smooth day-to-day administrative operations of the institution through effective coordination, timely task completion, accurate record maintenance, and efficient service delivery. The role focuses on execution, follow-up, documentation, and operational coordination across office management, procurement support, stock management, facilities support, reporting, and related budgeting activities.

This will be a contractual position for an initial term of 11 months, renewable on mutual consent.

Activities and Tasks

Responsibilities would include, but not be limited to, the following:

• Office management:
• Supporting overall office upkeep and ensuring smooth daily administrative operations;
• Coordinating with housekeeping and security teams to ensure service continuity;
• Following up with the maintenance team for closure of snags and facility issues;
• Staying updated on institutional activities and programs, handling queries, and responding effectively at the front desk;
• Supporting access card issuance and maintaining records of office key allocation;
• Product receipt and invoice tracking:
• Completing product receipt entries for invoices received within 24 hours of receipt;
• Maintaining proper records of invoice receipt and status for further processing;
• Coordinating with the concerned departments to resolve discrepancies in invoice-related entries;
• Procurement support:
• Processing new vendor or consultant registrations within 72 hours of receiving a request;
• Collecting, verifying, and maintaining vendor-related documentation for registration and compliance;
• Supporting the periodic review of the vendor master during audits and internal checks;
• Coordinating with internal stakeholders to resolve missing vendor documents or data;
• Stock management:
• Maintaining weekly stock records for stationery, housekeeping materials, and PPE;
• Monitoring consumption levels and highlighting replenishment requirements regularly;
• Updating stock trackers accurately and supporting periodic physical verification when required;
• Calendar management:
• Blocking the institutional calendar based on approved requests;
• Maintaining booking records and ensuring avoidance of schedule conflicts;
• Preparing and sharing occupancy reports whenever requested;
• Waste management data:
• Updating waste management data in the campus operating system daily;
• Ensuring timely and accurate entry of data on operational waste;
• Following up on missing inputs or corrections with the relevant teams;
• Record maintenance:
• Maintaining and organising MSME reports, administrative contracts, vendor evaluation records, and related documents;
• Ensuring that records are properly filed, updated, and available for audit or review;
• Supporting document retrieval, tracker updates, and compliance-related record maintenance;
• Providing support to other IIHS activities including academics, research, training, practice, operations and others;
• Participating in all activities of Institution-Building at IIHS; carrying out tasks as assigned by IIHS; and traveling on IIHS work within or outside the country as and when needed.

Structure and Reporting

The Associate will report to the Lead – Administrationor to any other person designated by the Lead at IIHS and will be required to collaborate effectively with a diverse group of internal teams and external Individuals/ organisations, and students.

Person Specification

The ideal candidate should have:

• A Bachelor's degree in any discipline;
• 2-5 years of relevant experience in administration, office operations, facilities coordination, or institutional support functions;
• Experience in vendor documentation, invoice tracking, stock monitoring, and record maintenance is preferred;
• Strong coordination and follow-up skills;
• Good verbal and written communication skills;
• Attention to detail in documentation and data entry;
• The ability to manage multiple tasks within defined timelines;
• Proficiency in MS Office, email communication, and administrative record systems.

This will be a contractual position for an initial term of 11 months, renewable on mutual consent. This offer is on an exclusive basis, which implies that other professional assignments (whether compensated or not) that bear a potential conflict of interest with IIHS cannot be undertaken.

The search will remain open until the position is filled.

Location

This position is based in Bangaluru and may entail travel to other locations in India.

Review and Assessment

The role and performance of the incumbent shall be subject to normal review and assessment systems at IIHS.

Diversity Policy

IIHS is an equal opportunity employer that encourages women, people with disabilities and those from economically and socially excluded communities with the requisite skills and qualifications to apply for positions.

Contact

Please write to us at [Confidential Information] if you need any clarifications while filling the online application form.