Manager - Administration

JOB DESCRIPTION – ADMINISTRATION MANAGER

Position Title

Administration Manager

Reporting To

Head – Administration & Operations / Management OR Head of Programme

Role Purpose

The Administration Manager is responsible for supporting the smooth and efficient day-to-day functioning of We Nurture Foundation’s centres. The role encompasses centre administration, infrastructure and facility management, operational coordination, procurement support, vendor management, documentation, compliance monitoring, internal coordination, and communication and design support.

The role requires strong ownership, attention to detail, timely follow-up and effective coordination with management, programme teams, staff, vendors and other stakeholders.

KEY RESPONSIBILITIES

Infrastructure & Facility Management

Ensure that the centres remain safe, clean, functional and programme-ready at all times.

Regularly monitor classrooms, offices, common areas and other facilities and identify infrastructure or maintenance requirements.

Coordinate repairs, maintenance and servicing relating to electrical, plumbing, furniture, equipment and other facility requirements.

Monitor critical infrastructure such as CCTV, access/security systems, fire and safety equipment, electrical systems and emergency preparedness requirements.

Ensure infrastructure-related issues are followed through to closure and escalate critical or recurring concerns to management.

Coordinate maintenance schedules and maintain relevant records.

Asset, Equipment & Utility Management

Maintain appropriate records of organisational assets and equipment.

Monitor equipment servicing, repairs, maintenance and replacement requirements.

Coordinate with vendors and service providers for routine and preventive maintenance.

Monitor utilities and ensure uninterrupted availability of essential services and supplies.

Promote responsible use and upkeep of organisational assets and resources.

Procurement & Material Coordination

Coordinate procurement requirements based on requests and approvals from management.

Consolidate requirements and obtain quotations from vendors, wherever applicable.

Facilitate comparison and approval processes in accordance with the Foundation’s procurement procedures.

Coordinate purchase orders, delivery timelines, receipt and installation of materials/equipment.

Maintain appropriate procurement documentation, quotations, invoices and supporting records.

Daily Centre Operations

Oversee the operational readiness and smooth day-to-day functioning of the centres.

Coordinate housekeeping, utilities, supplies and other routine operational requirements.

Identify and address operational issues promptly to minimise disruption to programmes.

Ensure necessary materials and resources are available for the functioning of the centre.

Coordinate opening and closing requirements and general centre readiness.

Administrative & Office Management

Manage routine administrative processes, correspondence, records, forms and registers.

Maintain systematic and updated administrative documentation.

Coordinate office supplies, stationery and other recurring requirements.

Support scheduling, documentation and administrative requirements of management and programme teams.

Ensure administrative tasks are completed accurately and within prescribed timelines.

Staff & Operational Coordination

Monitor staff attendance and availability from an operational perspective.

Coordinate day-to-day operational support and staff allocation requirements as instructed.

Communicate schedule changes and other operational information to relevant teams.

Facilitate appropriate handovers and follow-up of pending responsibilities.

Coordinate with programme teams to ensure continuity of centre operations.

Vendor & Service Provider Management

Act as the operational point of coordination for assigned vendors and service providers.

Raise service requests and follow up on pending work.

Monitor agreed timelines and verify completion of services.

Escalate delays, quality concerns or recurring service issues to management.

Maintain relevant vendor records, quotations, service details and documentation.

Events, Meetings & Programme Logistics

Coordinate administrative and logistical arrangements for meetings, workshops, events, outings and programme activities.

Arrange spaces, materials, equipment, vendors and other operational requirements.

Coordinate schedules and ensure logistical requirements are completed within timelines.

Provide on-ground administrative support during organisational activities, wherever required.

Monitoring, Follow-up & Coordination

Maintain trackers for assigned operational activities, pending tasks and deadlines.

Follow up with internal teams, vendors and other stakeholders to ensure timely completion of actions.

Monitor dependencies and highlight delays or unresolved matters.

Ensure decisions and action points are appropriately communicated and followed through.

Escalate matters requiring management intervention in a timely manner.

Compliance, Records & Audit Readiness

Maintain administrative and operational records in an organised and audit-ready manner.

Monitor registers, approvals, invoices, maintenance documents, vendor records and other relevant documentation.

Coordinate collection and filing of documents required for audits, inspections and compliance purposes.

Identify missing or incomplete documentation and ensure timely corrective action.

Support management in maintaining appropriate institutional documentation and records.

Internal Communication & Coordination

Facilitate clear and timely communication between management, programme teams, staff, vendors and other relevant stakeholders.

Communicate operational requirements, changes, decisions and pending actions through appropriate channels.

Maintain confidentiality and professionalism while handling organisational information.

Ensure important communications and follow-ups are appropriately