Executive Administration

Hostel Operations & Administration Executive

Location:

Swargate, Pune

About the Role

We are looking for a proactive, responsible, and people-oriented professional to manage the day-to-day operations of a boys' hostel comprising 6 buildings with a capacity of 130 residents. The role involves overseeing admissions, resident management, rent collection, administration, complaint resolution, and basic financial tracking to ensure smooth hostel operations and a positive resident experience.

Key Responsibilities

• Admissions & Occupancy Management
• Handle inquiries from prospective residents through phone calls, walk-ins, and online channels.
• Conduct hostel visits and explain facilities, rules, and fee structure.
• Manage the complete admission process including documentation, room allocation, and onboarding.
• Maintain admission records and occupancy reports.
• Work towards maximizing hostel occupancy throughout the year.
• Resident Management
• Serve as the primary point of contact for all hostel residents.
• Address resident concerns and complaints in a timely and professional manner.
• Ensure compliance with hostel policies and discipline standards.
• Maintain good relationships with residents and parents/guardians when required.
• Rent Collection & Financial AdministrationTrack monthly rent payments and follow up on outstanding dues.
• Maintain records of collections, deposits, and refunds.
• Prepare basic income and expense reports.
• Coordinate with management regarding financial updates and occupancy status.
• Operations & Facility ManagementOversee daily operations across all hostel buildings.
• Coordinate with housekeeping, maintenance, security, and vendors.
• Ensure cleanliness, safety, and proper upkeep of hostel facilities.
• Monitor utility usage and report maintenance requirements.
• Administration & ReportingMaintain resident records, agreements, ID proofs, and other documentation.
• Prepare daily, weekly, and monthly operational reports.
• Manage data using Microsoft Excel and maintain organized records.
• Support management with operational planning and process improvements.

Skills Required

• Good communication skills in English, Hindi, and Marathi.
• Strong convincing and interpersonal skills.
• Ability to handle admissions and customer inquiries confidently.
• Basic knowledge of Microsoft Word and Excel.
• Good record-keeping and documentation skills.
• Ability to handle multiple tasks and solve problems independently.
• Basic understanding of accounts, rent collection, and expense tracking.

Key Traits We Are Looking For

• Responsible and trustworthy
• Organized and detail-oriented
• Customer-focused and approachable
• Strong follow-up and coordination skills
• Ability to manage people and handle difficult situations calmly
• Self-motivated and proactive
• Working Hours 6 days a week
• Availability for occasional emergency calls related to hostel operations

Performance Indicators (KPIs)

• Hostel occupancy percentage
• Timely rent collection
• Resident satisfaction and complaint resolution
• Accurate record maintenance
• Smooth day-to-day hostel operations
• Reduction in vacant beds and payment delays

Ideal CandidateSomeone who can operate as the "Hostel Manager" and take complete ownership of admissions, resident experience, administration, collections, and daily operations while ensuring the hostel runs efficiently and remains fully occupied.