Job Description

: OFFICE ADMINISTRATION * Responsible for complete administration and facilities management of the offices all across their respective zones (30 to 38 offices per person). * Ensure allocation of seats and optimum utilization of

: OFFICE ADMINISTRATION Responsible for complete administration and facilities management of the offices all across their respective zones (30 to 38 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 the main offices once a month and other offices once a quarter. Responsible for identification of office premises, finalizing layouts, BOQ (Bill of Quantity) and then monitoring the progress of work till completion in case of new office premises/relocation/renovation. Monitor the upkeep and maintenance of BAGIC branches across the zone 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) 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. Compulsorily submit the correct provisioning every month which should include any rent escalation as well as new premise agreement. Communicate to the central 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. 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 Relocation compliances as per IRDAI norms. 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 Train all team members in the zone 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 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 TEAM MANAGEMENT Participate in selection procedure to identify and hire right talent in the team Set objectives, 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 Desirable Skills : . Minimum 6-8 years of exp in handling office administration in corporates Education/Qualification:Graduate/Post Graduate Years Of Exp :6 to 8 Years

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