Deputy Manager Admin

Areas of Responsibility & brief description

1. Manage day to day administration while ensuring cost control on regular expenses such as

• Maintenance related expenses
• Stationary
• Rental
• Communications equipment
• Guest house management
• Pantry/ refreshments
• Cafeteria (if present within the given region)

2. Responsible for maintenance of furniture, fixtures and other office equipment and represent admin team in audit

3. Maintain all communication equipment including Video Conferencing, telephones - landlines (ISD & STD), mobiles, EPBX & PRI lines etc.

4. Ensure implementation of the contract negotiated with service providers

5. Responsible for the provision of stationery, food, corporate gifts, etc. as per the requirement given by Business Units/ Management.

6. Maintain records of telephone, mobile, electricity, ACs and other vendor bills etc. to ensure timely payment of bills after seeking approvals. Process bills to account for payments and maintain receipts of invoices. Ensure filing of claims and recovery.

7. Process material management payments through SAP

8. Ensure compliance with VFAR while processing invoices for payments and compliance with purchase policy.

9. Handle petty cash Manage day to day requirements for petty cash by preparing vouchers and making reports for payments to cellular service providers, entertainment facilities providers and other vendors.

10. Co-ordinate with employees, housekeepers, vendors etc. for procurement, repair & maintenance of day-to-day office facilities

11. Ensure proper bookkeeping of MIS reports, audits reports and documents like lease, MOUs, Bills, payments, etc.

12. Ensure compliance with ISO 14001 and maintain premises to preserve the environment by effectively managing power, AC systems, generators and amenities like water, etc.

13. Ensure adherence to code of conduct and ensure process implementation as per VFS Administration SOP /manuals.

14. Ensure compliance with VFS Global s information security policies and procedures

15. Ensure compliance with shops and license certifications and timely renewal of vendor contracts for all VACs. 

16. Respond to inquiries & troubleshooting and ensure internal customer satisfaction of all stakeholders

17. Ensure timely renewal of maintenance contracts

18. Responsible for handover of premises on expiry of lease and takeover of premises. Obtain clearance certificates at time of handover

19. Assist and supervise refurbishment projects

20. Ensure judicious use of natural resources

21. Adhere to the environmental health and safety policy/objectives and guidelines of the organization.

Full Role & responsibilities

Preferred candidate profile

Perks and benefits