Zonal Administration Manager

Description

PRINCIPAL ACCOUNTABILITIES:

GENERAL ADMINISTRATION

• Responsible for complete administration and facilities management of the offices PAN India – 200+ offices
• Ensure allocation of seats and optimum utilization of office space which may entail decisions being taken from time to time on re-sizing of offices, relocations, etc.
• Taking care of all printing and stationery needs of the employees for the smooth functioning in the branches
• Sourcing of key vendors for various admin, infra, consulting works and liaison with procurement team on the same
• Conduct mandatory visit to the own offices once a quarter and other main offices/ State capital once a year. 
• Responsible for identification of office premises, finalizing layouts, BOQ (Bill of Quantity), obtaining necessary approval and closure from all stakeholders and procurement, and further monitoring the progress of work till completion in case of new office premises/relocation/renovation.
• Monitor the upkeep and maintenance of BAGIC branches across all offices including recurring feedback score for each branch each quarter from key stakeholders
• Facilitate and ensure periodic archival/scrapping of unwanted materials, assets, documents, etc.
• Obtain approvals and initiate renovation of offices ~ once every 6 years and painting of offices ~ once in 3 years
• Oversee timely payment of all bills (especially electricity, telephone, maintenance, local statutory payouts, etc)

IRDA COMPLIANCES & AUDITS

• Connect and coordinate with all stakeholders (L5s) before the Board PPC meeting to understand whether any proposals from their end so that the input may be shared with Board accordingly  and further submission to IRDA.
• Send an intimation to the IRDA for any Office opening/ closure/relocation together with board approvals
• Publish the office opening/closure/relocation information in the local newspaper atleast 2 months in advance to ensure IRDA compliances are met
• Coordinate with Internal/external auditors with all required information and ensure closure of all audit observations within defined TAT
• Submission of forms and compliance documents to IRDA for all physical offices of BAGIC in order to be compliant

LEASE AGREEMENTS & RENT MODULE

• Conclude timely renewal of lease agreements for branches across offices.
• Monitor and engage with the team to ensure that all other agreements such as maintenance, facilities, DG, tower etc are renewed before expiry of the agreement.
• Compulsorily submit the correct provisioning every month which should include any rent escalation as well as new premise agreement.
• Work with local team for updation of all the new lease and other agreements in the Rent module
• Rent renegotiations from time to time given the market context.

  VENDOR MANAGEMENT &  VENDOR PAYMENTS

• Train all team members across offices with regards to vendor sourcing keeping in view conflict of interest
• Collaborate and closely coordinate with the Corporate Legal Team 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

COST OPTIMISATION

• Revisit the existing processes and expenditures to Identify various opportunities for saving cost with regards to Telecommunication, electricity, DG maintenance, contract staff, Pantry consumables and implementing the same across branches in collaboration with the Zonal Admin Managers from time to time.
• Identifying areas to rationalise cost and expenses on timely basis.
• Rationalising of office space as per Company’s requirement

TEAM MANAGEMENT

• Participate in selection procedure to identify and hire right talent in the team
• Set objectives, train, conduct reviews and close appraisal process for team as per timelines
• Drive weekly reviews with team members to keep a check on overall team’s performance
• Support team members in delivering their responsibilities as usual and resolve their concerns/challenges
• Mentoring and guiding the Team

PROJECT MANAGEMENT

• Understanding requirements of various stake holders in line with company ideology
• Identifying, selecting and onboarding of vendor to deliver quality work
• Finalization of vendor as per individual project and requirement within budget
• Execution and delivery of project within strict timelines.

​​​​​​​ESG (ENVIRONMENTAL SOCIAL GOVERNANCE)

• Identifying sources of carbon footprint within BAGIC and options to reduce the same
• Tracking the carbon footprint generated and comparing with desired value and understanding gap, and tools to mitigate the same

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.

Educational Qualifications:

Qualifications

Minimum Qualification: Graduation in any stream; MBA and Ex Service Men preferred

Work Experience

• 10 years plus experience in Office administration & Infrastructure management
• Strong negotiation skills
• Proficient with MS office
• Very high on ethics

Skills Required

General Administration, Facility Management, Lease, Agreements, Vendor Management, Vendor Payments, Asset Management, Cost Optimization, Transport Management, Team Management

Education/Qualification

 Minimum Qualification: Graduation in any stream; MBA and Ex Service Men preferred

Desirable Skills

None