Admin Manager - Compliance and Billing FMS

Job description 

The Admin Executive will be responsible for overseeing compliance requirements and managing billing operations related to facility management services. The role ensures adherence to statutory norms, accurate billing processes, vendor coordination, and smooth administrative functioning across sites.

Key Responsibilities:

1. Compliance Management

Ensure all statutory and regulatory compliances are adhered to across facility sites. Maintain and update records of licenses, registrations, and compliance documents. Coordinate with internal teams and external agencies for audits and inspections. Track compliance deadlines and ensure timely renewals. Monitor vendor compliance related to labour laws, safety norms, and statutory obligations.

2. Billing & Invoicing

Prepare, verify, and process monthly billing for facility management services. Ensure accuracy in billing as per agreed contracts, rates, and scope of work. Coordinate with finance and clients for invoice submission and payment follow-ups. Reconcile billing discrepancies and resolve issues in a timely manner. Maintain proper documentation and records for all invoices and transactions.

3. Vendor Coordination

Liaise with facility vendors for documentation, billing inputs, and compliance submissions. Ensure vendor contracts are properly executed and maintained. Track vendor performance in relation to billing accuracy and compliance adherence.

4. Documentation & Reporting

Maintain organized records of all compliance and billing documents. Generate periodic MIS reports related to billing, compliance status, and pending issues. Assist in preparing reports for management review.

5. Administrative Support

Support day-to-day administrative activities related to facility operations. Coordinate with internal departments for smooth functioning of facility services.Handle communication with clients regarding billing and compliance matters.

• Managing the employee exit clearance process and ensuring timely completion of exit formalities pertaining to ID card and Chorus Call deactivation
• Handling petty cash and reconciliation and maintenance of records
• Overseeing guard board operations including attendance management, shift allocation and coordination with the security agency
• Ensuring timely processing and disbursement of salaries to the Guard Board personnel
• Monitoring and ensuring timely closure of notices, observations, and pending action points.
• Following up on Shops and Establishments related matters to ensure timely compliance.
• Periodic training imparted to the guards stationed at Corporate Office

6. Responsible for the operation, maintenance and optimization of the organizations telephonic and communication systems, ensuring seamless internal and external connectivity.

Key Skills & Competencies:

Strong knowledge of compliance requirements (labour laws, statutory norms, etc.)

Good understanding of billing processes and documentation

Attention to detail and accuracy

Strong coordination and communication skills

Proficiency in MS Excel and basic accounting tools

Ability to manage multiple sites and deadlines efficiently

Qualifications & Experience: Graduate & 4-5 years of experience