OFFICE ADMINISTRATION
- Responsible for complete administration and facilities management of the offices all across their respective areas (5 - 8 offices per person).
- Ensure allocation of seats and optimum utilization of office space which may entail re-sizing of offices from time to time
- Taking care of all printing and stationery needs of the employees for the smooth functioning in the branches
- Sourcing of vendors for various admin, infra, travel and events requirements.
- Conduct mandatory visit to offices once a month.
- Monitor the upkeep and maintenance of BAGIC branches across the zone
- Facilitate and ensure periodic archival/scrapping of unwanted materials, assets, documents, etc.
- Oversee timely payment of all bills (especially electricity, telephone, maintenance, local statutory payouts, etc)
SAFETY, SECURITY AND AUDIT
- Monitor installation of Fire Extinguishers in each and every office and check the validity of the same periodically
- Ensuring upkeep of fire alarms systems and CCTV cameras
- Ensure access controls
- Fire safety checks such as checking loose cabling, storage of combustible material, fire audits, etc.
- Conduct random checks whether all the housekeeping staff, security guards, Office boys are in proper uniform
- Oversee that registers pertaining to customer visit, material In & Out, vendor entry are being maintained across branches.
LEASE AGREEMENTS, RENT PROVISION AND RENT MODULE UPDATION
- Conclude the Timely Renewal of lease agreements for branches within the zone.
- Monitor and engage with the team to ensure that all other agreements such as maintenance, facilities, DG, tower etc is renewed before expiry of the agreement.
COMPLIANCE,
MIS & REPORTS
- Compliance with all local laws such as – way bill, licences for signages, display of minimum mandatory notices, etc.
- Maintain the Utility Bill Tracker for the zone capturing all the details such as bill date, due date, amount, bill received date, bill processed date and payment date.
- Timely Procurement and Renewal of Trade Licence for all assigned branches in the zone
- Maintain updated record of Seat Matrix and allocation across offices
- Update and maintain the number of telephone lines, Mobile connections office wise
VENDOR MANAGEMENT, VENDOR PAYMENTS & PROVISIONS
- Collaborate and closely coordinate with the Corporate Legal Team / Procurement for Vendor empanelment, agreements, AMC, rate contract. etc
- Monitor the complete activity from PO release to payment process for vendor payments
- Provision for unpaid bills on monthly basis
- Obtain No Due Certificate from all the vendors of the branches without any deviation
- Maintenance and renewal of all agreements, AMCs and Rate contract.
- Process vendor Bills on P2P within TAT
- Liaisoning with procurement team
INCIDENT MANAGEMENT
- Managing all types of unforeseen/ unpredicted events natural/ manmade
- Handling local unions/ labour/ irate customers/ govt authorities
- Ensuring cordial relationship with Law enforcement agencies and govt authorities.
COST REDUCTION
Revisit the existing processes and expenditures from time to time to Identify areas in the zone where cost may be reduced
(Describe the major challenges you face on an on-going basis in carrying out your job.)
- Numerous Local regulatory compliances
- Negotiation & reconciliation with vendors/landlords
- Seat Matrix acceptance across offices
- DECISIONS
(Mention the key decisions taken by job holder at his end and the decisions for which the job holder goes to superior with options and recommendations or seek approval).
- Decision on service providers
- Timely maintenance of assets
- Other matters relating to Local administration across branches in the zone
- INTERACTIONS
(The key working relationships or routine contacts a job holder needs to have INSIDE and OUTSIDE the organization to accomplish the job.)
Internal Clients
Roles you need to interact with inside the organization to enable success in your day to day work
- BOSM-for feedback wherever admin resources are not locally present; to collaborate and address any issues in the local office
- Corporate Legal – for Trade License Renewal, Rent agreement etc
- Finance - vendor payments, processing and empanelment
- All employees - for their daily requirements from time to time
External Clients
Roles you need to interact with outside the organization to enable success in your day to day work
- Vendors
- Landlords
- Advocates-for property searching & verification, registration
- Electricity department
- Municipality and other local statutory authorities
- DIMENSIONS
(List the significant numerical data which will reflect the scope and scale of activities concerning this job).
Financial Dimensions
(These should be quantifiable numerical amounts like annual budgets, project costs, annual revenue, purchase value etc.)
.
- Annual Budgets – 2 -3cr opex & 10 lacs capex per person
Other Dimensions
(Indication of some of the significant volumes associated with the job like number in team/ staff handled etc).
- Total Team Size: NA
- Number of Direct Reports: NA
- Number of Outsourced employees:
- SKILLS AND KNOWLEDGE
(State the minimum acceptable proficiency for this job which best indicates the education and/or experience requirements of this job and not the incumbent).
Educational Qualifications
- Qualifications
- Minimum Qualification: Graduate in any stream
- Work Experience
- Minimum 3-5 years of exp in handling office administration in BFSI
