Basic Details: 

Business

Aditya Birla Capital

Unit

Aditya Birla Capital Ltd

Location

Mumbai

Poornata Position Number of the job 

Reports to: Poornata Position Number

284471

Poornata Position Title of the job 

Team Member

Reports to: Poornata Position Title

Lead – Administration & Infrastructure

Function

Administration & Infrastructure

Reports to: Function 

Administration & Infrastructure

Department

Administration & Infrastructure

Reports to: Department 

Human Resource

Designation of the Employee 

Team Member - Administration & Infrastructure

Designation of the Manager  

Lead – Administration & Infrastructure

Date of writing/updation of JD

1)  Job Purpose: 

This role involves managing cost variances, capacity analytics and preparing presentation 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. 

To lead the planning & budget management for all the Units of Administration Department and management reporting based on a collation of several key admin parameters, undertake variance analysis with budgeted and previous period data and present updates to various internal and external stakeholders.

To collect MIS data from different sources, undertake analysis of standard data in predefined format and support the documentation and dissemination of reports generated for monitoring admin teams performance.

This role is also responsible for automation of admin various 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 & many more so as to automate manual process. 

2) Dimensions: Mention quantitative or qualitative parameters that are relevant for the job and provide a better understanding of the scope and scale of the job. 

Business Workforce Number 

1500+ branches/offices in 31 states across India including HO & branch offices covering total area  of 14.6 lakhs sq.ft. & 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 of ABC.

Total 11 Business units of ABC with PAN India locations.

Total area for branch offices is approx 11.2 lakhs, average branch size is 1350 sq. ft, avg rental per branch is Rs.83,000/- per month, Rs.54/- per sq ft., Overall annual spend is around Rs.83.7 Crores

Total area for HO offices approx 3.3 lakh sq.ft., Rental Rs.12 lakhs per month, Rs.110 /- per sq ft., annual rent around Rs.46.4 Crores

Unit Workforce Number  

Approx 30000+ employees, all BU’s of ABC

Function Workforce Number  

49

Department Workforce Number  

2

Other Quantitative and Important Parameters for the job: 

• 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

• Rent payout data management

• Monthly MIS / Dashboards

• Admin News Letters 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 make meaningful decisions and help to take corrective action. To highlight performance on various aspects of administrative costs and TATs and ensure that it is within budget.

• 1500 + locations PAN India including HO & branch offices covering total area 14.6 lakh sq.ft. & 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 under taken to support department / organization with quality data as and when required and to monitor them on timely basis.

• Publishing Admin New Letters & 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 the 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

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 the 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 business, 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 2,00,000 agents / channel partners. Aditya Birla Capital manages, through its subsidiaries and joint ventures, aggregate assets worth Rs.3057 billion and has a lending book of Rs.536 billion as of 30th June, 2018, placing it among the top 5 private diversified NBFCs in India (Source: CRISIL), the 3rd largest assets management company in India by domestic AAUM as published by AMFI and as one of the Top 5 Fund Managers in India (excl. LIC).

Aditya Birla Capital is a part of the Aditya Birla Group, a US$ 44.3 billion Indian multinational, in the league of Fortune 500. Anchored by an extraordinary force of over 120,000 employees, belonging to 42 nationalities, the Aditya Birla Group operates in 35 countries across the globe

Team Member- MIS is responsible for timely and extensive coverage of key business parameters, their analysis to generate meaningful observations and for percolating the same to various internal and external stakeholders. This includes undertaking variance analysis, reconciliations and charting of data to draw meaningful conclusions and action points. Be able to create Dashboards in Excel, give insights through Data and create meaningful presentations. 

Team Member – MIS is also responsible for managing costs and provide heads-up for costs, time for major projects.   

Team Member – MIS is responsible for supervision and support in timely and accurate capture of information required to undertake various MIS to internal and external stakeholders. The Team Lead- MIS is also responsible in working with all stake holders in preparation and finalisation of overall Admin Budget. He also engages in conducting reconciliations, creating presentations and preparing data charts and action item lists in the process. 

Team Member – MIS also assists the Lead – Admin & Infrastructure in completing the analysis of the monthly/quarterly/annual expenses and summarising the same in the form of a report for the senior management of different Business Units. Team Member – MIS is also responsible to publishing Branch Count details required by ABC for various publications month on month basis within the specified time lines.

Job Context:

1. AIMS Implementation and Tracking

• AIMS Implementation - 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 many more.
• Updating the system to meet the changing needs and constantly improving to facilitate easy use.
• Tracking all the modules functioning properly.
• Analysing the usage of AIMS and addressing employee queries w.r.t. ease in usage
• Coordination with BU Admin Leads & Zonal Team for the details which they require for addressing the tickets raised on AIMS Platform.
• Working in close coordination with AIMS Support team and external vendor

• 2)      Planning and Budgeting

• Taking inputs from BU's for Capex and Opex Budgeting
• Sharing the workings of Budget with rationale to the management
• Annual Planning & Budgeting for all the BU's
• Analysing  Plan v/s Actual on quarterly basis on rent & occupancy
• Publishing the reports using Advanced Excel, using complex formulas, prepare presentations for senior management using Power BI, Powerpoint and Data Analytical tools.

• 3)      Monthly MIS/Dashboards

• Publishing details pertaining to Admin Cost parameters
• Publishing LOB wise Admin Cost on Monthly & Quarterly basis for specific BU’s 
• Analysis on Branch profitability for Shifting/Closure or Sourcing comparing with options
• Highlighting the savings due to various Admin Initiatives
• Providing Branch Updates to BU’s, Senior Management as and when required
• Providing inputs for projects, rental variances, seat availability, branch deficiencies
• Keeping a pool of data which can help the BU’s for smooth functioning
• Maintaining Branch wise area, rent and lease details
• Maintaining list of ABC Branches BU, Zone and State Wise

• 4)      Admin News Letters and Mailers

• Publishing Quarterly Admin News Letter highlighting the Achievements from Admin 
• Publishing New Branch Opening/Relocation details to all ABC Employees
• Publishing Awareness mailers, New Initiatives 

Key Challenges

The major challenges in this role are timely availability of accurate information, meeting reporting timelines and since MIS reports support critical business related decisions, the function assumes great significance from Top Management perspective.

There are 10 different units with different regulatory bodies and coordinating with all the Units to meet their requirements is a challenge.

The critical skill sets required to meet these challenges are strong analytical & presentation skills, strong administration and infrastructure acumen and superior MIS related IT skills.   

The education & experience required to fulfil this profile are a graduate with minimum 3 - 5 yrs of experience with exposure to MIS, Data Analytics, should have knowledge of Advanced Excel, Proficient in Power Point, Power BI, should be able to create Dashboards and make presentations, has had exposure to complex data and has handled large volumes of data in a bank or an NBFC.

4) Key Result Areas: s

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 the BU's considering the increase in rental and proposed Branch infra works
• Analysing Budget Plan v/s Actual spend on quarterly basis on rent 
• Publishing the reports to BU’s 

MIS & Dashboards

• Maintaining MIS of all ABC Branches/Offices to share to 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 the savings due various admin initiatives and preparing dashboards to present to Management
• Providing necessary inputs to Central procurement team so as to make them do the analysis of requirement for all ABC BU’s
• Analysis on Branch Opex for making the management arrive at decision to shift the employees to low cost opex 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 Seats availability and Cost per seat, resulting in savings to both the BU’s in utilising vacant space and incurring unnecessary CAPEX
• Keeping a repository of all Agreements and Layouts of ABC Branches & Offices
• Initiated and created a new ABC Common Drive wherein all Admin Team can upload the 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

5)  Job Purpose of Direct Reports: 

Direct Reports –None

Create Data and Dashboards and Manage AIMS portal requests, managing details of One ABC Branches

Relationship Type 

Frequency 

Nature 

Internal

Head – Administration & Infrastructure – ABCL

Regularly

AIMS system, Lease renewals, Compliance & Admin Budget.

IT Team

Need base

IT Infrastructure related on AIMS system

Business Unit Admin Lead

Regularly

For various 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 base

For any Project to be carried out centrally, details and cost analysis related to projects, MIS

HR Team

Regularly

Employee details, Branch compliances, addressing queries

Vendors

Regularly

For AIMS implementation & any new projects

7) Organizational Relationships:

SIGN-OFF: 

Job Holder

Reports to – Manager 

Name

Sahil Mulla

Chetan Jadhav

Signature (needed for the hard copy)