Team Member- Infra & Admin

Job description

**Basic Details** **Business** Aditya Birla Capital **Unit** Aditya Birla Capital Ltd **Location** Mumbai **Poornata Position Number of the job** **Reports to: Poornata Position Number** 284471 **Poornata Position Title of the job** Team Member **Reports to: Poornata Position Title** Lead – Administration & Infrastructure **Function** Administration & Infrastructure **Reports to: Function** Administration & Infrastructure **Department** Administration & Infrastructure **Reports to: Department** Human Resource **Designation of the Employee** Team Member - Administration & Infrastructure **Designation of the Manager** Lead – Administration & Infrastructure **Date of writing/updation of JD** - Job Purpose: This role involves managing cost variances, capacity analytics and preparing presentation for senior management of all admin cost parameters, providing inputs on future cost allocation, expenditure management, creating and managing the various databases used within the Organization for all the Business Unit’s of Aditya Birla Capital which requires proficiency with database management. To lead the planning & budget management for all the Units of Administration Department and management reporting based on a collation of several key admin parameters, undertake variance analysis with budgeted and previous period data and present updates to various internal and external stakeholders. To collect MIS data from different sources, undertake analysis of standard data in predefined format and support the documentation and dissemination of reports generated for monitoring admin teams performance. This role is also responsible for automation of admin various activities within the Admin function of Aditya Birla Capital such as Helpdesk, Business Card, Property Management, Space Management, Asset Management, Maintenance Management, Energy Management, Reservation / Resource Management, Field tracking system, Property Sourcing, Branch Project tracker & many more so as to automate manual process. - Dimensions: Mention quantitative or qualitative parameters that are relevant for the job and provide a better understanding of the scope and scale of the job. Business Workforce Number 1500+ branches/offices in 31 states across India including HO & branch offices covering total area of 14.6 lakhs sq.ft. & annual rental of Rs.150 Crores. Managing a budget in excess of Rs.320 Crores.The overall budget FY 23 is Rs.320.4 (Capex + Opex) for all BU’s of ABC. Total 11 Business units of ABC with PAN India locations. Total area for branch offices is approx 11.2 lakhs, average branch size is 1350 sq. ft, avg rental per branch is Rs.83,000/- per month, Rs.54/- per sq ft., Overall annual spend is around Rs.83.7 Crores Total area for HO offices approx 3.3 lakh sq.ft., Rental Rs.12 lakhs per month, Rs.110 /- per sq ft., annual rent around Rs.46.4 Crores Unit Workforce Number Approx 30000+ employees, all BU’s of ABC Function Workforce Number **49** Department Workforce Number **2** **Other Quantitative And Important Parameters For The Job** - To aid Head Admin & Infrastructure – ABC & Unit Leads in developing comprehensive and accurate MIS system to enable decision making and measure effectiveness - Lease Renewal and Lease management - Compliance Monitoring - AIMS Implementation and Tracking - Planning and Budgeting - Rent payout data management - Monthly MIS / Dashboards - Admin News Letters and mailers - Travel Portal MIS and reports/ dashboards - Approval Notes, Admin Costs for LOB, Compliance Reporting, Vendor Payments, Audit Management - To implement high class facility management services at the best possible cost structure. - To ensure efficient documentation, audits and turnaround time for administrative requirements - To perform MIS and analytics on the administrative activity information locally to aid make meaningful decisions and help to take corrective action. To highlight performance on various aspects of administrative costs and TATs and ensure that it is within budget. - 1500 + locations PAN India including HO & branch offices covering total area 14.6 lakh sq.ft. & annual rental Rs. 130.Crs. Publishing fortnightly reports on pending renewals and renewals due. - Prepare comprehensive tracker for S&E and TL for all the 1500 + offices of ABC & publishing the reports. Managing Compliance reporting and updating ABC all Units Master Branch list - Administration & Infrastructure Management System – AIMS a digital Admin Platform launched to address all Admin issues at Branches/Offices. It involves automation of various activities within the Admin function of ABC such as Helpdesk Management, Business Card, Property Management, Space Management, Asset Management, Maintenance Management, Energy Management, Reservation / Resource Management, Field tracking system, Property Sourcing, Branch Project tracker and more - The overall budget FY 23 is Rs.320.4 Crs (Capex + Opex) of all ABC BU’s. Finalising of Admin Budget for all BU’s sharing the input costs - Prepare comprehensive tracker for rent for all BU’s. Publish Rent & Occupancy MIS quarterly basis to BU Admin Leads & Zonal Team - Generating and updating MIS / Reports on timely basis pertaining to various admin activities under taken to support department / organization with quality data as and when required and to monitor them on timely basis. - Publishing Admin New Letters & Admin initiatives to create awareness of Admin. - Maintaining Travel Portal MIS and tracking the usage and to publish Missed saves BU wise and to highlight information critical to BU - Preparing approval notes for taking premises on lease, remodeling, new projects at branches/ offices. Calculating Admin Costs per employee across LOBs for ascertaining Business profitability. Addressing Audit queries relating to Admin and ensuring all the admin comp