Manager - Administration

Job Overview

The Manager - Administration will oversee infrastructure and administrative requirements across departments, ensuring smooth daily operations through effective communication and efficient resource utilization.

Company Context and Challenges

Aditya Birla Money Ltd. (ABML) is a leading broking firm in Equity, Commodity, and Currency markets, operating across approximately 40 locations with a workforce of around 800 and a customer base exceeding 300,000. The company functions in a highly regulated environment under multiple regulatory bodies and competes with major national and local broking firms. This role demands navigating a fragmented equity broking business with significant regulatory compliance and operational challenges.

Key Responsibilities

• Ensure smooth day-to-day functioning of the Head Office (HO), including security, housekeeping, telecom support, and fulfilling administrative and infrastructure needs of employees.
• Manage maintenance, compliance, procurement, disposal, lease/license handling, rent management, and agreement renewals for branches across India, conducting need assessments and obtaining final management approvals.
• Analyze supplier pricing and quality differences to assist management decisions on capital and revenue expenditures for equipment like air conditioners, office furniture, UPS, EPABX, and fire extinguishers.
• Develop and implement strategies to optimize utilization of existing resources to reduce new procurement and minimize budget needs.
• Coordinate with suppliers for installation and maintenance contracts, including annual maintenance contract (AMC) renewals across all locations.
• Handle all compliance requirements for office setup and ongoing operations, including procurement and renewal of licenses and registrations, payment processing, and regular branch audits.
• Maintain master records, manage KYC document storage and retrieval.
• Support onboarding, exit processes, performance evaluations, MIS, statutory compliance, salary, and reimbursements.

Challenges

• Maintain strong relationships with internal and external vendors, ensuring timely procurement under favorable terms.
• Supervise administration functions such as housekeeping, infrastructure management, facilities planning, fire extinguisher AMC, security, and resource utilization.
• Provide reliable work environment with telephone connectivity, power supply, and basic amenities during adverse weather conditions.
• Provide ABG Workspace data to the central team.
• Support company branding initiatives.

Key Result Areas (KRAs)

• MIS Management: Prepare comprehensive reports on lease agreements, rentals, maintenance, provisions, petty cash, and floor-wise access control; monitor CAPEX and OPEX usage; track assets additions, deletions, and relocations.
• Stakeholder Management: Coordinate with branches and vendors to resolve issues, respond to inquiries, and meet their requirements.
• Maintenance of ABML Head Office: Ensure full functionality of facilities including telephones, EPABX, UPS, inverters; ensure cleanliness and supervise facility staff; manage vendor agreements, issue purchase orders, and process payments.