Team Member- Infra & Admin

Birla Carbon; Mumbai; On-site; INR 600,000 - 900,000; Full time

Benefits offered by this job

Health benefits

Professional development opportunities

Job summary

Birla Carbon is seeking a Team Member for Administration & Infrastructure in Mumbai to manage administrative costs and analytics. This role involves preparing presentations for management, automating admin activities, and ensuring compliance with budgetary goals.

The ideal candidate will have strong analytical and presentation skills, with minimum 3-5 years of experience in MIS and data analytics. Proficiency in Excel, Power BI, and other IT tools is required.

Qualifications

• Minimum 3-5 years of experience with exposure to MIS and data analytics.
• Ability to create dashboards and presentations.
• Experience with large volumes of data management.

Responsibilities

• Manage cost variances and capacity analytics for admin functions.
• Prepare presentations for senior management on admin costs.
• Automate various administrative activities within the organization.

Skills

Analytical skills

Presentation skills

MIS management

Data analytics

Advanced Excel

Power BI

Education

Graduate

Tools

Excel

Power BI

PowerPoint

Job description

Team Member – Infra & Admin

Designation: Team Member – Administration & Infrastructure

Location: India Maharashtra R-Tech Park Goregaon

Job Purpose

This role involves managing cost variances, capacity analytics, and preparing presentations 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. It also leads the planning & budget management for all the Units of Administration Department and management reporting based on a collation of several key admin parameters, undertakes variance analysis with budgeted and previous period data and presents updates to various internal and external stakeholders. The role collects MIS data from different sources, undertakes analysis of standard data in predefined format and supports the documentation and dissemination of reports generated for monitoring admin teams performance. It is also responsible for automation of admin 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 and many more to automate manual processes.

Dimensions

Business Workforce Number: 1500+ branches/offices in 31 states across India including HO & branch offices covering total area of 14.6 lakhs sq.ft. and 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.

Unit Workforce Number: Approx 30,000+ employees, all BU’s of ABC.

Function Workforce Number: 49

Department Workforce Number: 2

• 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.
• Monthly MIS/dashboards.
• Admin newsletters 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 in making meaningful decisions and help take corrective action. To highlight performance on various aspects of administrative costs and TATs and ensure that they are within budget.
• 1500+ locations pan‑India including HO & branch offices covering total area 14.6 lakh sq.ft. and 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 undertaken to support department/organisation with quality data as and when required and to monitor them on timely basis.
• Publishing admin newsletters & 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 compliance of branches are complete.
• To ensure 100% compliance with statutory compliances by the service providers.
• To ensure that all documentation is in order and in accordance with company policies and practices. To monitor the activity TAT metrics periodically and undertake necessary changes.

Job Context & Major Challenges

Company Context: Aditya Birla Capital Limited (ABCL) is one of the largest financial services players in India. Formerly known as Aditya Birla Financial Services Limited, ABCL is the holding company of all the financial services businesses of the Aditya Birla Group. With a strong presence across life insurance, asset management, private equity, corporate lending, structured finance, project finance, general insurance broking, wealth management, equity, currency and commodity broking, online personal finance management, housing finance, pension fund management, health insurance and asset reconstruction, ABCL is committed to serving the end‑to‑end financial services needs of its retail and corporate customers under the unified brand – Aditya Birla Capital. Anchored by more than 16,000 employees, ABCL has a nationwide reach and more than 200,000 agents/channel partners.

Job Context: Automation of admin activities such as helpdesk, business card, property management, space management, asset management, maintenance management, energy management, reservation/resource management, field tracking, property sourcing, branch project tracker, and more. Updates to the system to meet changing needs, track all modules, analyze usage and address employee queries. Coordination with BU admin leads & zonal team for details required for tickets raised on the AIMS platform. Working in close coordination with AIMS support team and external vendor. Planning and budgeting involving inputs from BU’s for capex and opex budgeting, sharing budget workings with rationale to management, annual planning & budgeting for all BU’s, analyzing plan vs. actual on quarterly basis on rent & occupancy, publishing reports using advanced Excel, Power BI, PowerPoint and data analytical tools. Monthly MIS/dashboards publishing details on admin cost parameters, LOB wise admin cost, analysis on branch profitability, highlighting savings due to admin initiatives, providing branch updates to BU’s, senior management as and when required, providing inputs for projects, rental variances, seat availability, branch deficiencies, maintaining pool of data to assist BU’s, maintaining branch-wise area, rent and lease details, maintaining list of ABC branches by zone and state, etc. Admin newsletters and mailers publishing quarterly newsletters, new branch openings/relocations, awareness mailers, new initiatives, and AIMS mailers for new modules.

The major challenges in this role are timely availability of accurate information, meeting reporting timelines and since MIS reports support critical business decisions, the function assumes great significance from top management perspective. Coordinating with 10 different units with different regulatory bodies is a challenge.

Key skill sets required: strong analytical & presentation skills, strong administration and infrastructure acumen, superior MIS‑related IT skills.

Education & experience required: A graduate with minimum 3‑5 years of experience with exposure to MIS, data analytics, advanced Excel, Power Point, Power BI, ability to create dashboards and presentations, exposure to complex data and handling large volumes of data in a bank or an NBFC.

Key Result Areas

Supporting Actions

Planning and Budgeting

• Taking inputs from BU’s and Zonal & Regional Admin Teams for the proposed work at branches based on their visit reports.
• Annual planning & budgeting for all BU’s considering increase in rental and proposed branch infra works.
• Analyzing budget plan versus actual spend on quarterly basis on rent.
• Publishing the reports to BU’s.
• Maintaining MIS of all ABC branches/offices to share with senior management, BU’s and business development teams.
• Keeping a repository of all ABC branch visit reports for capturing seat availability details and infra issues at branches.
• Maintaining BU‑wise lease details of branches/offices to know payouts for a specific period.
• Highlighting savings due to various admin initiatives and preparing dashboards to present to management.
• Providing necessary inputs to central procurement team so as to make them do analysis of requirement for all ABC BU’s.
• Analysis on branch OPEX for management to shift employees to low‑cost premises, presenting data in form of dashboards, PPTs.
• Addressing all queries of senior management for data related to admin costs of all BU’s.
• Preparing presentation for effective communication of information to all stakeholders.
• Assisting other BU’s for space availability in other BU’s by providing details of seat availability and cost per seat, resulting in savings to both BU’s.
• Keeping a repository of all agreements and layouts of ABC branches & offices.
• Initiated and created a new ABC common drive where all admin team can upload common details and download whenever required.

Admin Mailers

• Publishing mailers for new admin initiatives to all ABC employees.
• Mailers on branch opening/shifting to all ABC employees.
• Mailers on new admin initiatives.
• Admin portal – AIMS mailers for new modules.
• AIMS branding at all ABC branches & offices.

Direct Reports

None

Relationships

• Internal – Head – Administration & Infrastructure – ABCL. Regularly: AIMS system, lease renewals, compliance & admin budget.
• IT Team. Need basis: IT infrastructure related on AIMS system.
• Business Unit Admin Lead. Regularly: Data of respective BU’s, lease renewals, compliance status.
• Regional / Zonal Admin Teams. Regularly: Lease renewals, compliance status.
• Central Admin Team – Procurement, infra, event. Need basis: Projects, cost analysis, MIS.
• HR Team. Regularly: AIMS implementation & any new projects.

Discover more about life at Aditya Birla Group

• Discover more about life at Aditya Birla Group