Education:- Only degree and Above.

Roles & Responsibilities:

- RO Admin/In-charge at Regional Offices It is the duty of the Admin & Facilities In-Charge at Regional offices to provide essential admirative support to ensure the smooth and efficient operation of the regional office. He/she is responsible for coordinating with Branches of various business verticals and departments to ensure fulfillment of their business requirements timely and efficiently. Their responsibilities encompass the effective implementation of organizational policy & adherence to process and guidelines.

Quarterly

Material, Printing & Stationery & Supply Chain/Inventory Management: Share the Indent & dispatch details with Branches, as per the Indent tracker shared by HO-Admin. Collect delivery confirmation from Branches and report to HO-Admin if any shortage/damage identified in the parcel/consignment. Receive the Indent routed to regional office towards buffer stock and physical verification of materials by validating itemize specifications and quantity against the Purchase order, DC and Invoice. Performing Q&Q; on sample Items and submit to HO-Admin as per requirement. Ensure preparation of GRN against the material receipt followed by making entries in BIMS portal. Systematic arrangement of Stock-in materials in designated area/storeroom on regular intervals. Capture daily transactions: stock-in and stock-out to maintain MIS data, parallelly update it in BIMS portal daily. Ensure preparation of Gate pass for material outward, record registration in security registers. Adhoc requirement from the users processed as per the procurement process/policy. Periodic verification of physical stock and submission of reports.

Logistics : Onboarding efficient/reputed courier service agencies & transportation vendors. Ensure effective implementation of guidelines in relevant activities. Co-ordinate with stakeholders/Branches to collect material, doc, consignment delivery/received confirmations. Tracking of Courier inward & outwards. Co-ordinate with service providers to submit delivery challans, confirmations, TAT adherence, resolving queries and issues followed by timely submission of Invoices. Logistic support for Branch setup movement, delivery & branch relocation activities. BHM (Branch Health Monitor) Portal Daily monitoring of BHM tickets raised by Branches. Co-ordinate with Branches & other stakeholders for resolution of requests raised in BHM portal. End-to-End support for timely resolution of requests to ensure TAT adherence. Publish periodic dashboards with Branches/Stakeholders.

Vendor Management : Explore and Onboard multiple vendors for Products &

• Services. Co-ordinate with vendors for supply chain management, services, procurements etc. Ensure compliance adherence. Invoicing and payment clearance. Execution of rate contracts, AMCs, SLA. Travel desk &

• MICE Onboarding reputed, efficient and service-oriented Cab, Travel ticketing &

• Hotels (SPs) of various categories in line with employe eligibilities. Regularize periodic market survey, price evaluation & negotiation on Tariffs/Itemize rates. Ensure booking requests received from users are prior approved as per Travel policy. Arranging accommodation and cab within eligibility and sharing booking confirmation with end users in co-ordination with Service providers. Collect invoices from vendors, to check dates, time, usage, value, GST components and submit invoices to A&F; for payment clearance. Tracking & recording the transactions to prepare MIS data and submission monthly. Inhouse & outdoor event management. Meeting &

• Training arrangements at ROs. Ensure all transactions are aligned with employ Travel policy.



Real Estate, Utilities Ensure the Branch offices are suitable for business operation, having adequate space, provided required amenities (parking, water, electricity, secure, conveniency, network feasibility). Negotiation with landlords. Provide approvals for new, relocation, renewal of rental agreements. All Lease deed must be in standard format. any correction in agreement norms to be vetted by Legal department and approved by HOD Admin. Renewal of Lease deeds before expiry, to be processed post confirmation from Business &

• Landlord. Exploring better premises options for BSS, MSME business verticals. Record branch address and contacts. File the original Lease deeds of Branches/RO @ RO custody, share scan/xerox copy to HO. Validation of Rental file, Submission HO for rental release to Landlords. Validate Branch relocation proposals with minimum 3 options, finalize the one that meets business requirements. Avoid unless there is a business exigency. Ensure utility expenses are cleared periodically without accumulation and pendency. Follow-up, Co ordinate with the Branch team, Accounts team for timely clearance of bills. Adherence to compliance, ensure Commercial conversion of BO/RO electricity meter, provide Trade License as per requirement. Mandatory display of statutory documents at BO/RO. Security deposits recovery and clearance.

Facility

Management: Facilities- House Keeping- Establishing and implementing operating procedures and standards. End-to-End Management at the RO. Periodic check and ensure working condition of Genset, Inverter & Battery, Electricity & water supply. Allocation of workplace to employees/departments, workstation allocation & Space management. Furniture & fixtures maintenance. Monitoring of housekeeping / pantry / stationery and other consumables and ensure reordering Ensure deployment of resources as per requirement & management. Tea/coffee arrangements as part of staff welfare. Process approvals for sanitary expenses, Visitor room materials, general supplies for branches as per requirement. Overseeing branch hygiene, send mailers for branch upkeep and maintenance regularly. . Maintain premises hygiene, cross contamination & ensure Pest control. Petty cash management. Repairs and Maintenance. Inventory management, Storeroom management.

Procurement: Onboard vendors for Furniture, Equipment, Electricals, Other critical services. Ensure procurement policy adherence for all procurement processes. Ensure timely supply and handover of Branch setup to all Business functions, within defined TAT. Execution of rate contracts for critical/recurring items. Procurement requests to be processed to HO if procurement value >5000/- bases validation of requirement and need. <5000/- procurements to process locally with prior approvals. Validation of Documents, GST components, HSN codes, Delivery TATs, Warranty & Guarantees and perform vendor qualification requisites. Ensure to collect a minimum of 3 quotations followed by preparing detailed QCS for submission of procurement proposals. Get purchase orders released, follow-up with vendors for end-to-end material/indent supply. Execution of AMCs and Rate contracts. Timely submission of Invoices along with supporting documents and approvals for clearance of Vendor payments.



Field visit to the Vendors place for assessment and evaluation. Cost Management: Budgeting and Tracking of Admin Operating Expenses Month on Month Basis Cost saving initiatives to ensure maximum optimization of resource utilization. Regular market survey, price validation, and keep exploring various vendors.

Asset Maintenance: Monitor maintenance of all equipment’s deployed at Branches & RO such as Mobile, Furniture, PRI, UPS, Inverter, Battery, Cash counting machine, Fans, Generator Set, Solar PV units, Stabilizers etc. Seek and maintain log sheets and data of such equipment and their present condition. Advise field staff on the maintenance and repair of equipment, furniture as and when required. Monitor intra branch, inter branch transfer of assets & accord approvals for movement. Maintenance of all equipment at regional office always. Co-ordinate with branches for scrap disposals with prior approvals. Co-ordinate with all departments for documentation, archival, disposal as per record retention policy Upon purchase, Assets to delivered @ respective Branch locations. Onboard authorized service vendors for repairs & item replacements. Adherence to asset management policy and guidelines. Physical & Electronic Security Management Ensure only authorized people are allowed inside the office premises. Coordination, Printing & handover of ID cards. First-Aid box availability at Branches & replacement before expiry. Security team attendance & deployment monitoring. Security & RO Admin Floor Walk Co-ordinate with security agencies to conduct training sessions for HK/Security on standard conduct. Ensure materials count physically against DC/Invoice, prepare GRN & update in Inward register. Ensure materials outwards updated in Gate pass (returnable, non-returnable), Outward register. Biometrics to be checked and report malfunction to HO. Periodic submission of security attendance to HO. Manage scrap disposal @ the BO’s/RO as per policy. Ensure availability & maintenance of the following 18 registers @ RO Security desk. Ensure fire extinguishers are placed in dedicated areas and refilled before expiry in BO/RO. Periodic fire safety mock drill in ROs. CCTV management at BO’s. periodic verification working condition of CCTV setup Ensure swift technical support for uninterrupted surveillance of CCTV @ BO/RO. Telecom & Communication. Ensure, to provide COCP SIM card & Handset devices for Branch communications. Process CUG SIM cards issuance for on role employees RO. Ensure timely support for outbound calls, inbound calls & other telco support.

General : Process & Provide all expenditure requests for approval and ensure recurring expenditures are booked on the same month. Co-ordinate with procurement committee, scrap disposal committee @ RO. Effectively implement Special drives driven by HO. Vendor visits, Field visits, Branch visits as per business requirement. Execution of rate contracts with various vendors and service providers. Monthly submission of Provisions to accounts. Collect NDCs from Vendors & SPs as per requirement.

Security

Registers 1. 2. 3. 4. 5. 6. 7. 8.

- GRN (Goods Received Note) Gate Pass (Returnable/ Non-Returnable) Material Inward Material Outward Courier Inward Courier Outward Visitor Register Incident Report Register Daily Occurrence register 10.

Movement

Register (Office boy) 15.

Security

Attendance register 16.

Housekeeping

Attendance register 17.

Pantry

Consumables 18. Cafeteria like Tea/ Coffee consumption.

Pay: ₹275,000.00 - ₹800,000.00 per year

Perks

- Cell phone reimbursement
- Health insurance
- Internet reimbursement
- Paid sick time
- Provident Fund

Work Location: In person

📌 Administration Assistant (Bengaluru)
🏢 Bharat Finance Inclusion
📍 Bengaluru