Bajaj Allianz General Insurance Company Hiring for Deputy Manager Administration at India Full Time

Full Job Description
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 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

Department
:

HO

Open Positions
:

1

Skills Required
:

 Minimum 6-8 years of exp in handling office administration in corporates

Location
:

HO

Education/Qualification
:

Graduate/Post Graduate

Desirable Skills
:

 Minimum 6-8 years of exp in handling office administration in corporates

Years Of Exp
:

6 to 8 Years

Posted On
:
26-Dec-2022
Designation
:

Deputy Manager Administration