Administrative & Compliance Manager at Fadac Resources and Services

Job Responsibilities

• To ensure proper documentation and accounting of complete Administration Department.
• Act as a single point of contact with Head Office Finance for all Admin related accounting and coordination with SAP related entries and audit queries.
• Responsible for dealing with L&L Agreements and liaison with Legal department, disbursement of payments to vendors and land lords
• To maintain MIS and timely dispatch of payments to land lords & vendors and liaise with the centralized data processing unit
• Maintain database of all administration agreements and documents such as Leave and License Agreements / Car Insurance / Office Insurance etc.
• Compile Monthly MIS (Budgeted v/s Actuals) in coordination with finance & administration team members
• L&L Agreement and Registration: Seek Legal advice on Leave & License agreements, check compliances and register the agreements Act as the repository of L&L Agreements and issue termination and renewal of lease letters in consultation with Legal Department.
• Ensure execution of L&L Agreements and timely renewal of property and business related insurances
• Negotiate with vendors for better rates for major refurbishment projects & negotiation of rentals with landlord.
• Co-ordinate registration of rented premises and ensure vendor registrationCoordinate with regional administration to ensure timely payments to vendors as per agreed terms.
• Ensure Issue of Purchase Order and release cheques as per PO through SAP
• Ensure monthly dispersal of rentals through cheques as per Purchase Order (PO) in compliance with VFAR
• Ensure registration and disposal of company cars
• Liaise with Head Office Finance to resolve all administration related payment queries.
• Monitor internal and external audits & handle audit queries.
• Monitor compliance to the bidding process and raise CAPEX requisition as per process.
• Monitor Admin related expenditureCapitalize expenditure and FAR.
• Responsible for Insurance, maintenance and up gradation of SAP register, MOA register and get audited as per specification.
• Ensure timely update of SAP register through disposal of written off assets and addition of new assets.
• Respond to queries related to material management and troubleshooting on SAP & SharePoint.
• Ensure proper training of Admin staff and outsourced vendor staff to effectively roll out material management through SAP and SharePoint
• Ensure legal compliance while procuring officer stationaries and materials
• Ensure submission of administration reports for compliance with ISO 9001 processes.
• Liaise with mission(s) for provisioning facilities management at their end
• Coordinate with all necessary stakeholders for administration requirements.
• Maintaining Data Base for All India Leave and License Agreements / Car Insurance / Office Insurance
• Compiling Monthly MIS ( Budgeted v/s Actuals ) in coordination with Finance.
• Preparation of monthly MIS in coordination with Zonal Managers
• Timely processing of vendor payments
• Liaise with Regional Finance team to release payments and monthly provisioning of Administration budget
• Handle Audit queries in coordination with Zonal managers.

Requirements

• Minimum of a Bachelor's Degree in Business Administration or other related field. Additional: Postgraduate or global equivalent Degree
• Experience: 3 - 5 years of relevant experience.
• Ability to multi task
• Ability to Innovate and enhance procedures and methods to increase productivity & cost effectiveness.
• In-depth knowledge and understanding of systems and processes related to documentation and safe keeping of records.
• Communication.
• Leadership
• Driving results.
• Team work and collaboration.