Assistant Manager - Administration

To act as main point of contact between cotton branches including one grains branch and coordinating requests for materials, supplies, and other resources that the branches may need. Overseeing Travel, Cab bookings, hotel Bookings, support in lease administration, rent payment reconciliation, support in statutory compliances at branch level, overseeing housekeeping, pest control, safety of the Branch premises, petty cash, repair & maintenance, admin related vendor management, courier / daak management and misc. admin jobs. To act as point of contact between Cotton Branches including one Grains branch and corporate office (Gurgaon) for efficient functioning of all Cotton branches and one Grains Branch.

To work in close coordination with Branch Heads of all the Cotton branches including one Grains branch and India Admin Manager.

Reporting to: India Admin Manager

Objectives of this role:

• Develop and manage administrative processes to ensure efficient workflows.
• Ensure processes and procedures comply with relevant policies and regulations.
• Streamline business operations to keep costs within established budgets.
• Drive smooth organizational operations throughout the workday.

Roles and responsibilities

Admin Assistant Manager needs to manage the below tasks for all the Cotton Branches including one Grains Branch.

Office Management

3PP (Housekeeping Staff / Security Staff):

Pest Control :

Fire Safety Control:

Petty Cash

Handling Petty cash expenditure

Petty Cash Statement with supporting and replenishment.

Vendor Management (Repair / Sundry Purchase / Pantry / Stationery / Housekeeping/ Repair & Maintenance etc.:

• Hiring & Shortlisting of Vendor with the support of procurement team.
• Review of admin work related Agreements / AMCs
• Effecting maintenance / procurement of desired goods
• Receipt of GST Compliant Invoice, Verification of the same, forwarding it to Finance and sharing of UTR details to Vendor post payment.
• Using Strategic sourcing in SAP to find the best possible values in marketplace for all the branches.
• Using SAP Ariba tool for all the admin related purchases.

Courier Related:

• Overseeing Courier Booking, distribution of Branch Daak, maintenance of Daak Records
• Invoices Payments – Weekly / Monthly

Travel & Hotel Booking

• Cab booking for Cotton Classers & other local and visiting employees and guests.
• Invoice verification, facilitation of payment.

Office Leases :

• Renewal & Termination of Lease :

Supporting the India Admin Manager in fresh leases, renewal & termination of leases. Sharing of legally vetted draft of Lease Agreements with the Landlord and obtaining confirmation from him Ensuring execution of final Agreement from both the Parties

Rent  Payments facilitation :

• Ensuring receipt of Monthly / quarterly Invoices from the Landlords and forwarding the same to India Admin Manager/ Corporate Office for further process.
• Account Reconciliation, if required and communication with the Landlord.

Statutory Compliances for Cotton Branches:

• Overseeing compliance at Cotton Branch Level including one Grains branch and updation of the same on Lexcare.
• GST Compliance at Regd. Cotton Branch Level including one Grains branch:

  Ensuring all the necessary notices/Signboards/certificates of the company are timely/properly displayed at appropriate places of the office.

  Ensuring necessary statutory compliances like Professional tax, GST, Shops & Establishment Act etc. for all the locations where company has business operations.

Disposal & Purchase of Assets:

• Ensuing timely disposal of old assets and purchasing of new assets with necessary approvals in place.

Misc. Admin. Jobs

Experience

• 5-10 Years in Admin & Facility Management.

Other skills (Computer Skills, etc)

• Knowledge of office administration and bookkeeping procedures
• Good communication skills both, written and oral.
• Customer service skills.
• Performing multifaceted general office support.
• Strong ability to organize and work on multiple tasks simultaneously.
• Computer literate – Proficient in MS Office/Outlook
• Able to function in a fast-paced environment.
• Ability to coordinate between departments and operating units in resolving day-to-day Administrative and operational problems.

Languages:

• English and Hindi

Additional Information for the job

Diversity & Inclusion

Sustainability

What We Offer

We provide a dynamic and stimulating international environment, which will stretch and develop your abilities and channel your skills and expertise with outstanding career development opportunities in one of the largest and most solid private companies in the world.

We offer

• A workplace culture that embraces diversity and inclusivity
• Opportunities for Professional Growth and Development
• Employee Recognition Program
• Employee Wellness Programs - Confidential access to certified counselors for employee and eligible family members, along with monthly wellness awareness sessions.
• Certified Great Place to Work