Sr Manager - Infra & Administration - West - Insurance

Sr. Manager - Infra and Admin - West (will be responsible for Gujarat, MP & Rajasthan)

Location : Ahmedabad

Accountabilities

Lead and own the procurement processes at the zonal level in order to provide support all premise related infrastructure needs

1. Based on the needs of the internal customers, process and service the premise related infrastructure requirements, within the ambit of organisational policies/processes and defined timelines.

2. Maintain and improve the value of the organization's infrastructure assets at the zonal level.

3. Modify / upgrade / scale as per business needs

1. Identify and shortlist potential commercial premise (real estate) for leasing for the respective zone. 1. Driving real estate sourcing initiatives.

2. Balance business requirements (visibility, approach, parking etc) with realities of budget, compliance etc.

3. Identification of premise in-line with laid down corporate standards and relevant check-list to be completed.

4. Conduct due diligence for potential shortlisted premises

a. Legal (title deed search)

b. Financial

c. Structural

5. Oversee preparation of lease agreement and registration process.

6. Hand-over first tranche of payment to the owner and take-over the premise.

7. Manage the renewals of existing premises with negotiations on escalations

8. Manage registration of agreements with local authorities

9. Liaise with landlord to ensure timely mitigation of issues and maintenance of healthy relationship

Supervise / oversee the project management of new premises till completion and delivery to business.

New Premises:

1. Ensure compliance to contract for all centrally concluded rate contracts (RCs) for supply of goods/services.

2. Recommend service providers to be sourced locally, per corporate procurement policy/process.

3. Prepare plan, with timelines, activities, responsibility (preferably GANTT chart) from start to finish. Put in a daily tracking mechanism in place.

4. Track potential/possible jeopardy, and flag to management.

5. Oversee project mgt and fit-out of the premise, adherence to laid down standards.

6. Hand-over premise to business in a ready-to-use state.

7. Prepare snag list and hold service providers accountable through the defects liability period.

8. Certify all work carried out / measurement sheet, snags as per defined.

Supervise / oversee the project management of new premises till completion and delivery to business

Existing Premises:

1. Identify suitable premises for relocation with respect to rental cost efficiency

2. Manage the entire set-up of branches while ensuring cost and space efficiency

3. Ensure complete and timely asset transfer and closure of branches as per the laid down processes as well as recovery of security deposit from landlord and other authorities such as electricity boards, telephone exchanges etc.

4. Identify area of improvements in existing branches

5. Carry out necessary modifications and maintenance / repairs through local vendors.

6. Coordinate with the IT Operations team and carry out requirements (such as earthing / UPS) at branches.

Provide Infrastructure support to run the business smoothly - complete Facility Management of the assigned branches.

1. Ensuring branch should have adequate infrastructure & amenities provision as per set standard.

2. End to end activities related to building profile, emergency response, preventive maintenance plan, testing of M&E and back-up systems, energy mgt, cost monitoring, leveraging contracts, legal and code compliance, service/help desk, inventory of infrastructure assets and contractor mgt.

3. Conduct regular inspection of branches; review/assess services rendered by the various service providers, office/work environment condition/s and initiate corrective measures.

4. Liaise effectively with cross-functional team members (BOEs / TM Ops. / Marketing) across branches for uninterrupted branch functioning.

Ensure Compliance of Branches with prevalent statutory norms

1. Ensure adherence to Statutory Compliance norms such as Shop & Establishment Act, Trade License as applicable and any other relevant laws

2. Liaisoning with local authorities with regards to the same

3. Carry out periodic branch audits to ensure compliance in all locations

4. Ensure compliance by the o/s agency for outsourced employees (HK / FM / Security)

Ensure the laid down Safety & Security standards are complied to in the respective zones

1. Periodic maintenance and testing of all safety equipment to ensure 100% serviceability.

2. Conduct and maintain record of periodic safety drills, evacuation plan/s per process.

3. Ensure floor plans with fire exits (as applicable/relevant) are displayed, per standards.

4. Ensure Physical guarding/security of the premise, per standards/process.

5. Effectively handle any crisis/hostile situation.

Facilitate team development through effective interventions

1. Guide and coach the team in order to enhance performance.

2. Identify training needs of team member(s) and provide on the job training and monitor progress.

3. Provide regular feedback on performance

4. Ensure career development of team member(s) through timely role changes and enhancements