Manager - Administration

ABC - Aditya Birla Money Limited; Tamil Nadu; On-site; INR 600,000 - 850,000; Full time

Job summary

Aditya Birla Money Ltd. seeks an experienced Admin/Facilities Manager to oversee infra, security, housekeeping, telecom, and day-to-day operations across PAN India. You will supervise support services, manage procurement, licenses, leases, and ensure timely compliance with statutory requirements.

Key focus on MIS reporting, vendor liaison, and optimizing resource usage, while maintaining a smooth, secure, and compliant office environment across all locations.

Qualifications

• Experience in facilities management and MIS reporting.
• Experience coordinating procurement and vendor relationships.
• Knowledge of compliance and regulatory requirements relevant to offices.

Responsibilities

• Ensure smooth functioning of HO day-to-day activities including security, housekeeping, telecom, and admin infra needs.
• Manage maintenance, compliance, procurement, renewal of rentals, and branch-related admin works PAN India.
• Engage with suppliers for installation and renewal of equipment and monitor AMC across locations.
• Ensure compliance with licences, registrations, and S&E Act requirements; oversee payments and approvals.

Skills

MIS reporting

Vendor management

Facilities management

Procurement

Compliance

Job description

Job Purpose

Fulfill the infra and admin related requirements of all departments, supervise the support services by ensuring right flow of communication at the right time & efficient use of available resources responsible for smooth operation of day to day activities.

Job Context & Major Challenges

Aditya Birla Money Ltd. (ABML) is primarily a Broking Company, deals in Equity, Commodity & Currency. Workforce of ~800 spread across ~40 locations with customer base of in excess of 3 lacs. Commodity operations are managed through its 100% subsidiary Aditya Birla Commodities Broking limited. ABML is one of the leading securities trading companies in the country. ABML operates in a fragmented equity broking business and has a daily turnover of close to 3,000 Crores with a market share of 1%. ABM works in a highly regulated environment with a host of regulators like SEBI, RBI, AMFI, FMC, IRDA etc. regulating its day to day operations. In addition to the regulator ABML is also subject to close monitoring and inspection through various agencies like NSE / BSE / NCDX / MCX / NSDL / CDSL etc. ABML also operates in a highly competitive market mainly in fragmented industry with ABML competition from major National Broking houses like ICICI Securities, HDFC Securities, Angel Broking, MOFSL etc. and a range of local Broking outfits.

Job Purpose

Fulfill the infra and admin related requirements of all departments, supervise the support services by ensuring right flow of communication at the right time & efficient use of available resources responsible for smooth operation of day to day activities.

Job Context & Major Challenges

Aditya Birla Money Ltd. (ABML) is primarily a Broking Company, deals in Equity, Commodity & Currency. Workforce of ~800 spread across ~40 locations with customer base of in excess of 3 lacs. Commodity operations are managed through its 100% subsidiary Aditya Birla Commodities Broking limited. ABML is one of the leading securities trading companies in the country. ABML operates in a fragmented equity broking business and has a daily turnover of close to 3,000 Crores with a market share of 1%. ABM works in a highly regulated environment with a host of regulators like SEBI, RBI, AMFI, FMC, IRDA etc. regulating its day to day operations. In addition to the regulator ABML is also subject to close monitoring and inspection through various agencies like NSE / BSE / NCDX / MCX / NSDL / CDSL etc. ABML also operates in a highly competitive market mainly in fragmented industry with ABML competition from major National Broking houses like ICICI Securities, HDFC Securities, Angel Broking, MOFSL etc. and a range of local Broking outfits.

Job Context

• Taking care of smooth functioning of HO day to day activities like security, house-keeping, supporting the ops team, telecom, fulfilling the admin and infra needs of the employees
• Managing all maintenance / compliance / procurement / disposal, LL handling, rent management, agreement renewal related works of the branches present PAN India and analyse & execute it post need assessment study with end to end approval from the management
• Responsible for identifying the pricing and the qualitative differentiation among various suppliers to enable the management take capital / revenue expenditure decisions on Air Conditioners, Office furniture, UPS, EPABX, Fire Extinguishers etc.
• Implementing ideas on how to utilise the existing resources, modify the existing source so that new procurements shall be avoided & thereby minimising the budget requirement
• Engagement with the suppliers for installation of the new equipment and monitoring / renewal of the Annual maintenance contract for all such equipment at all the locations across the country
• Handling all the compliances required for setting up and the going concern of an office at a location which include procurement / renewal of licenses, registration under S&E Act etc, payment processing, check on branch visits conducted by them on a regular intervals
• Master Maintenance, movement of executed KYCs to storage & its retrieval whenever required
• Onboards / Exits / PE / MIS / Statutory Compliance / Salary / Reimbursement working

Key Challenges

• Engaging and maintaining a good relationship with the with internal vendors and external vendors, managing contracts for timely procurement of materials at favourable terms
• Supervising administration related activities including housekeeping, infrastructure management, facilities planning, Fire Extinguisher – AMC, refilling & purchase, AMC, security & utilization of resources
• Providing a perfect work atmosphere like telephone connectivity, power supply, basic amenities during cyclone, heavy rain, storm etc.
• ABG Workspace data - Providing data to central team
• Branding

Key Result Areas

KRA (Accountabilities) (Max 1325 Characters)

Supporting Actions (Max 1325 Characters)

KRA1 MIS Management

• Preparing various MIS reports for Lease Agreements, Monthly rental, FMRE details, PM reports, Provision reports, Branch petty cash expense, HO – Access Control MIS floor wise
• Track Capex & Opex utilisation
• Track Asset addition, deletion & shifting

KRA2 Stakeholder Management

• Coordinate with branches / vendors in providing solution to the issue, addressing their queries, fulfilling their requirements

KRA3 Maintenance of ABML HO

• Ensure that all facilities are fully functional including telephones, EPABX, UPS, inverters, etc.
• Ensure cleanliness & supervising the facility management personnel
• Maintain vendor agreements, releasing PO wherever required & processing vendor payments