HOSTEL INCHARGE

Job Description

CSA - Hostel Logistics and Operations Manager

Purpose of Role

The Hostel Facilities & Operations Coordinator is responsible for ensuring the smooth day-to-day operation and upkeep of all hostel facilities, including supervision of housekeeping staff (Hostel Akkas), vendor coordination, off-campus hostel maintenance, staff accommodation arrangements, and hostel administration. The role ensures that hostel facilities are clean, safe, well-maintained, and provide a comfortable environment for students and staff while maintaining compliance with institutional policies.

About CS Academy

CS Academy, Coimbatore has three campuses. Two are in Kovaipudur (Main) in adjacent facilities and the third primary campus is in the heart of the city at Red Fields. Our boarding house in Kovaipudur is open for boys and girls from class IV for both CBSE and Cambridge International students. The picturesque main campus located in the foothills of the Western Ghats is ideally suited for exploring and learning

Our team brings a wealth of expertise in education. Our CBSE and Cambridge programmes and teaching methodology are proven and time tested. We have built on vast experience and developed a programme that encompasses modern tools while adhering to traditional principles.

Our mission is to equip our students with the knowledge and skills required to succeed in the real world by providing practical and holistic education in a challenging, yet nurturing environment. We prepare students for success by focusing on four pillars: Academic excellence, Skill building, Core Values and Healthy competition.

In 2024, CS Academy Coimbatore joined the prestigious International Schools Partnership (ISP) group. With over 116 schools in 25 countries, ISP is a leading global network of educational institutions. As a member of this esteemed network, CS Academy Coimbatore enjoys unparalleled international learning connections, unwavering quality assurance, and exceptional governance.

Location: CS Academy, Kovaipudur, Coimbatore - 641 042, Tamil Nadu, India.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

Key Responsibilities

• Hostel Housekeeping Management
• Supervise and coordinate the daily activities of Hostel Akkas (Housekeeping Staff).
• Allocate cleaning duties and provide daily instructions to ensure all hostel areas are maintained to the required standards.
• Conduct regular inspections of student rooms, common areas, washrooms, dining areas, and surrounding premises.
• Ensure cleanliness, hygiene, and housekeeping standards are consistently maintained.
• Monitor housekeeping supplies and coordinate replenishment when required.
• Ensure hostel cleaning schedules are implemented effectively.
• Laundry Operations
• Coordinate with laundry vendors for timely collection and delivery of hostel laundry.
• Monitor the quality and timeliness of laundry services.
• Resolve issues related to laundry services in coordination with the vendor.
• Maintain laundry service records and vendor documentation.
• Hostel Staff Administration
• Maintain attendance and leave records of Hostel Akkas.
• Coordinate leave planning to ensure uninterrupted housekeeping services.
• Assist in scheduling and deployment of housekeeping staff.
• Support induction and orientation of newly appointed housekeeping personnel.
• Off-Campus Hostel & Staff Accommodation Management
• Coordinate maintenance activities for off-campus hostel facilities.
• Arrange accommodation for staff staying in off-campus housing.
• Coordinate repair and maintenance work with landlords and service providers.
• Conduct periodic inspections of off-campus accommodations.
• Ensure accommodation facilities remain safe and operational.
• Hostel Rental & Documentation
• Prepare hostel rental and lease agreements.
• Coordinate with landlords regarding renewals and contractual matters.
• Work closely with the Accounts Department for rental payments, security deposits, and related documentation.
• Maintain records of rental agreements and accommodation occupancy.
• Student Administration Support
• Issue student outpasses in the absence of Dorm Parents, ensuring compliance with hostel policies.
• Verify approvals and maintain proper documentation of all outpasses issued.
• Coordinate with hostel authorities regarding student movement records.
• Vendor & Housekeeping Services Management
• Coordinate with housekeeping vendors for hostel cleaning services where applicable.
• Ensure vendor staff comply with hostel safety, hygiene, and security standards.
• Monitor housekeeping service quality and resolve operational issues promptly.
• Maintain vendor service records and performance reports.
• Vendor & Contract Management
• Identify, evaluate, and manage vendors for maintenance, facility management, housekeeping, security, laundry, and infrastructure services.
• Monitor vendor performance against agreed service levels and contractual obligations.
• Coordinate Annual Maintenance Contracts (AMCs) and other service agreements.
• Ensure timely completion of assigned works while maintaining quality and cost efficiency.
• Verify vendor invoices and coordinate with the Accounts Department for timely processing of payments.
• Hostel Maintenance Coordination
• Coordinate civil, electrical, plumbing, carpentry, and general maintenance works within hostel facilities.
• Conduct routine inspections and report maintenance issues promptly.
• Follow up on completion of maintenance work with vendors and contractors.
• Ensure hostel infrastructure remains safe, functional, and well-maintained.
• Compliance & Safety
• Ensure compliance with hostel hygiene, health, and safety standards.
• Support emergency preparedness activities and hostel inspections.
• Maintain records related to housekeeping, maintenance, vendor services, and hostel operations.
• Ensure all hostel facilities comply with institutional policies and operational procedures.
  
  

Key Skills & Competencies

• Hostel & Facility Operations
• Housekeeping Supervision
• Vendor & Contract Management
• Staff Coordination
• Hostel Administration
• Maintenance Coordination
• Documentation & Record Management
• Communication & Interpersonal Skills
• Problem Solving & Decision Making
• Planning & Organizing
  
  

Educational Qualification

• Bachelor's Degree in Administration, Hospitality Management, Facility Management, or a related discipline.
  
  

Experience

• 3–5 years of experience in hostel administration, facility management, hospitality operations, or a similar role.
• Experience in supervising housekeeping staff and coordinating with multiple service vendors is preferred.
  
  

Reporting Relationships

Reports To: Head of Hostel / Head of Operations

Coordinates With

• Dorm Parents
• Accounts Department
• Maintenance Team
• Housekeeping Staff (Hostel Akkas)
• Laundry Vendors
• Facility & Maintenance Vendors
• Security Team
• Landlords and External Service Providers
  
  

This role ensures efficient hostel operations by maintaining high standards of cleanliness, safety, accommodation management, and vendor performance while supporting the overall welfare of hostel residents.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.

ISP Principles

Begin with our children and students. Our children and students are at the heart of what we do. Simply, their success is our success. Wellbeing and safety are both essential for learners and learning. Therefore, we are consistent in identifying potential safeguarding

and Health & Safety issues and acting and following up on all concerns appropriately.

Treat everyone with care and respect. We look after one another, embrace similarities and differences and promote the well-being of self and others.

Operate effectively. We focus relentlessly on the things that are most important and will make the most difference. We apply school policies and procedures and embody the shared ideas of our community.

Are financially responsible. We make financial choices carefully based on the needs of the children, students and our schools.

Learn continuously. Getting better is what drives us. We positively engage with personal and professional development and school improvement.

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, ethnicity, sexual orientation and gender expression, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply.