Helper Warden

DIVINE PLACE™ GIRLS HOSTEL / PG

JOB DESCRIPTION – HOSTEL WARDEN

Job Title: Hostel Warden (Female)
Department: Hostel Operations
Location: Lohegaon, Pune – Near ADYPU
Reporting To: Proprietor / Hostel Management
Job Type: Full-Time / Residential (as per appointment terms)
Hostel Capacity: 72 Beds

1. Job Purpose

To ensure the smooth day-to-day operations of DIVINE PLACE Girls Hostel by maintaining student safety, discipline, cleanliness, food service coordination, resident satisfaction and accurate operational records.

The Hostel Warden will act as the primary point of contact between residents, parents, staff and management.

2. Key Roles & Responsibilities

A. Student Safety & Security

• Monitor student entry and exit through the biometric attendance system.

• Maintain daily resident attendance, including present, absent and approved leave records.

• Coordinate with security staff and monitor compliance with visitor and entry policies.

• Report emergencies, security incidents and unusual activities immediately to management.

• Ensure hostel rules are followed fairly and consistently.

• Maintain confidentiality of residents' personal information.

B. Daily Hostel Operations

• Supervise daily opening and closing procedures according to hostel policy.

• Coordinate with housekeeping, kitchen, security and maintenance teams.

• Check the cleanliness of rooms, corridors, bathrooms, dining areas and common facilities.

• Monitor electricity, water supply, RO drinking water and power backup.

• Maintain daily operational reports and report unresolved issues.

C. Food & Dining Management

• Verify breakfast, lunch and dinner arrangements according to the approved menu.

• Record daily meal counts and packed meal requirements.

• Monitor food quality, hygiene, serving times and resident feedback.

• Coordinate with kitchen staff regarding resident attendance and meal quantities.

• Report food shortages, wastage or hygiene concerns.

D. Resident Management

• Assist with student check-in, check-out and room allocation.

• Explain hostel rules and facilities to new residents.

• Receive resident complaints and maintain a complaint register.

• Resolve routine issues promptly and escalate serious matters to management.

• Conduct regular resident feedback and satisfaction checks.

• Promote a respectful, safe and comfortable living environment.

E. Parent Communication

• Respond professionally to authorized parent enquiries.

• Inform parents about emergencies or significant incidents according to management policy.

• Coordinate parent visits and scheduled meetings.

• Maintain accurate communication records when necessary.

F. Staff Supervision

• Monitor attendance, punctuality and work quality of housekeeping and other operational staff.

• Allocate daily housekeeping tasks.

• Verify task completion through checklists.

• Report staff misconduct, absenteeism or performance issues to management.

G. Maintenance & Asset Management

• Maintain a register of maintenance complaints.

• Report plumbing, electrical, furniture, Wi-Fi and equipment issues.

• Follow up with approved vendors or maintenance personnel.

• Monitor the condition of hostel assets and report damage.

H. Documentation & Reporting

• Maintain daily resident attendance and absence records.

• Maintain daily food counts and housekeeping checklists.

• Record electricity meter readings, water availability and RO water TDS readings.

• Maintain incident, visitor, complaint and maintenance registers.

• Assist management with fee reminders and outstanding payment follow-ups without handling payments unless authorized.

• Submit a daily report to management.

3. Daily Reporting Format

DIVINE PLACE – WARDEN DAILY REPORT

Date: __________
Total Capacity: 72
Total Residents: __________
Present: __________
Absent / On Leave: __________

Breakfast Menu: __________
Breakfast Count: __________
Lunch Count (if applicable): __________
Dinner Menu: __________
Dinner Count: __________

Housekeeping Status: __________
Security / Attendance Issues: __________
Maintenance Complaints: __________
Resolved Complaints: __________
Pending Complaints: __________

Electricity Meter Reading: __________
Water Tank Status: __________
RO Water TDS: __________

Parent / Resident Complaints: __________
Important Observations: __________
Action Required from Management: __________

Warden Name & Signature: __________

4. Required Qualifications & Skills

• Graduate preferred.

• Prior experience in hostel, PG, residential facility, school or hospitality operations preferred.

• Good communication skills in Marathi, Hindi and basic English.

• Ability to manage students, parents and operational staff professionally.

• Basic knowledge of WhatsApp, Excel and digital reporting.

• Good problem-solving, conflict-resolution and emergency-handling skills.

• Responsible, disciplined, trustworthy and approachable personality.

5. Performance Indicators (KPIs)

• 100% daily resident attendance reconciliation.

• Completion of daily operational and housekeeping reports.

• Timely escalation of safety and emergency incidents.

• Routine complaint resolution within 24 hours where feasible.

• Timely coordination of food service.

• Accurate documentation and maintenance follow-up.

• Resident and parent satisfaction.

• Compliance with hostel safety and operational procedures.

6. Code of Conduct

• Maintain professional and respectful behaviour with residents and parents.

• Do not use abusive language, intimidation or discriminatory treatment.

• Do not share resident information, photographs or personal details without authorization.

• Do not impose unauthorized fines or collect personal payments.

• Do not permit unauthorized visitors or room access.

• Immediately report serious safety, medical or disciplinary incidents.

• Follow management-approved policies and procedures.

Management:
DIVINE PLACE™ Girls Hostel / PG
Lohegaon, Pune

• It is a Full Time Labour/Helper job for candidates with 6 months - 6+ years Experience.