Zonal Infra Manager

Zonal Manager Infrastructure and Administration

ROLE SUMMARY (PURPOSE

The Zonal Manager - Infrastructure and Administration is responsible for overseeing and managing the infrastructure, maintenance, and administrative operations across all regions within the assigned zone. The role involves ensuring seamless branch functionality, adherence to compliance standards, and efficient resource utilization while supporting the organizations business objectives.

The Zonal Manager also ensures timely resolution of complaints, efficient vendor coordination, and accurate reporting of infrastructure and administrative activities.

ORGANIZATIONAL CHART

KEY RESPONSIBILITIES

Areas of Responsibility

Description

Infrastructure Requirements

• Manage day-to-day administrative functions, including offices services, supplies & logistics.
• Oversee maintenance & security of office equipment & other assets.
• Oversee branch infrastructure and administrative services to ensure smooth operations.
• Collaborate with vendors and contractors to manage projects, including shifting & renovation
• Monitor and coordinate repair, renovation, and maintenance work across branches and group properties. Identify vintage branches requiring additional hygiene and infrastructure improvements.
• Ensure adherence to administrative processes across branches, providing guidance for basic hygiene and maintenance, including painting, counter/pantry cleaning, washroom upkeep, and document storage management and scrap disposals.
• Conduct regular branch visits to assess and address infrastructure-related issues, including signage and branding requirements.
• Guide vintage branches in organizing documents and managing disposal processes effectively.
• Manage and track warehouse inventory, including SRD and almirah movement, ensuring proper allocation and usage.
• Collaborate with the Business team to address branch-level needs and ensure seamless execution of infrastructure-related projects.
• Serve as a liaison between field teams, vendors, and the Head Office for timely resolution of operational challenges.
• Coordinate with HR for workspace allocation, employee on-boarding & resource planning
• Align infrastructure and administrative strategies along with organization goals.
• Full adherence to safety, legal & regulatory standards

Branch Expansion, Shifting and Consolidation

• Assist field teams in identifying premises and evaluating feasibility for branch operations. Coordinate with Legal and Security teams for Risk Inspection Report (RIR), Title search report (TSR), and security clearance processes.
• Collaborate with Business and CSP teams to prepare proposals for management approval. Manage the ERP process and follow up for Lease Deed (LD) execution.
• Arrange and coordinate layouts, Bill of Quantities (BOQs), and scopes of work (Landlord/MFL) to ensure project completion within the specified TAT.
• Ensure premises are vacated on or before the agreed date and secure the balance Security Deposit and NDC (no due certificate) from landlords.
• Coordinate with regions, Operations, Infra, IT, Vigilance, and Legal departments for smooth premises surrender processes.
• Handover premises to landlords by completing required work or offering fair compensation.
• Ensure effective deployment and maintenance of signage and branding across branches. Address and resolve signage-related complaints within the specified TAT.
• Maintain detailed documentation for all property-related activities, including agreements, approvals, and asset management. Prepare regular reports on project progress, signage compliance, and operational challenges.

Cost Control Measures, Vendor Management and Statutory Requirements

• Conduct rental reduction discussions and renegotiations with landlords to optimize costs. Validate and negotiate repair and maintenance quantities and local quotations. Implement corrective measures to control utility expenses.
• Coordinate and ensure timely renewal of branch and warehouse Lease Deeds at least six months before expiry.
• Ensure timely renewal of statutory licenses through coordination with the HO legal team and relevant authorities. Oversee yearly renewal of weighing machines in collaboration with the Operations team.
• Ensure renewal of branch licenses under the Shop and Establishment Act through the Operations team.
• Assist in vendor empanelment for new projects, branch shifting, and maintenance requirements.
• Evaluate vendor capabilities, ensure quality standards, and review performance and efficiency periodically.
• Ensure efficient allocation and utilization of resources, including space, equipment and manpower.
• Monitor expenses & identify cost-saving opportunities.

Stakeholder Management

• Collaborate with the Procurement team for direct supply items, repairs, and replacements.
• Work with the Legal team to ensure compliance, execute new lease deeds, renew leases, and handle terminations.
• Coordinate with the Operations team for approvals and permissions related to renovations and major maintenance activities, including pre- and post-office hour work.
• Provide support for unforeseen issues or incidents at branches, ensuring timely resolution. Offer suggestions during branch visits to enhance business operations and focus on area/cluster mapping activities.
• Attend AM/RM/Zonal meetings to provide necessary assistance and updates on infrastructure activities.
• Address and monitor infra audit issues raised during Regional Audit review committee (RARC) meetings, ensuring follow-ups until rectification is completed.
• Provide timely support and coordination for resolving any emergencies or unforeseen incidents at branches.

MIS and Reports

• Monitor, track, and manage the Complaint Management System (CMS) to ensure timely resolution of tickets.
• Share a daily MIS with the concerned teams on CMS updates and other infrastructural activities.
• Provide a weekly report on the progress and completion of signage and branding work.
• Submit a monthly incident report to management detailing unforeseen events in branches that impact operations.
• Prepare and share quarterly reports on:IT and Non-IT scrap management, Warehouse stock registers and Strong Room Door (SRD) movement details.

KEY INTERACTIONS

Internal Stakeholders

External Stakeholders

• Procurement
• Field IT
• Legal
• Finance
• P&C
• Operations
• Zonal Infra Team
• Business Team
• Compliance and Audit

• Landlords
• Vendors and Contractors
• Statutory authorities
• Utility service providers
• Signage and Branding partners
• Local Authorities

KEY ROLE DIMENSIONS

• Oversee operations across all regions in the respective zone, ensuring consistent implementation of processes and standards. Lead and manage a team of 24 direct reports, providing guidance, support, and performance monitoring.

KEY CHALLENGES

• Managing infrastructure and maintenance needs for a branch network larger than the industry average
• Handling branches in widely spread-out and remote locations, which adds complexity to logistics and supervision.
• Reliance on local vendors for immediate support, leading to potential variability in quality and response times.
• Limited authority to approve financial expenditures can create bottlenecks, especially in urgent situations requiring immediate action.

KEY DECISION

• Approving vendor proposals and repair/maintenance work within assigned authority limits.
• Determining the scope of work for renovations, branding, and maintenance activities.
• Evaluating lease agreements for renewal, termination, or renegotiation.
• Selecting vendors for empanelment based on their capabilities, quality of work, and cost-effectiveness.
• Ensuring timely renewal of statutory licenses and addressing audit issues.
• Deciding on the redeployment, repair, or disposal of assets based on condition and depreciation.

KEY SKILLS & BEHAVIOURAL ATTRIBUTES

• Project Management
• Vendor and Stakeholder Management
• Technical and Operational Expertise
• Cost Optimization
• Attention to Detail
• Effective Communication
• Collaboration and Teamwork
• Accountability and Customer Focus

EDUCATION / EXPERIENCE

Educational Qualifications:

• Any degree (Undergraduate/Postgraduate)

Experience:

• Minimum 3 years of experience in the Banking or NBFC industry in an Infrastructure & Administration role at a similar or regional level.
• Proven track record of managing branch infrastructure, maintenance, and administrative operations.Role & responsibilities

Preferred candidate profile