Dilip Kumar

Experienced administrative analyst with over 12 years of experience in office management, facilities administration, vendor management, and team leadership in banking and corporate sectors. Skilled in streamlining operations, implementing process enhancements, and ensuring compliance with industry regulations. Demonstrated ability to lead diverse teams, drive digital transformation initiatives, and support organizational growth.

• Digitized Vehicle & Expense Management: Introduced a Vehicle Management System (VMS) that automated driver attendance, fuel tracking, and maintenance records, eliminating manual logs and enhancing data accuracy.
• Reduced Fleet Costs by ₹20+ Lakhs/Year: Implemented cost-control measures across a 25-vehicle bank-owned fleet, saving ₹1.5 lakh/month (or more) by optimizing maintenance, insurance, fuel average, driver scheduling, and perk allocation.
• Resolved Branch Asset Deficiencies: Led a Self-Identified Issue (SII) audit, addressed asset gaps, improved tracking systems, and ensured 100% compliance with audit and asset life-cycle standards.
• Optimized AMC & Vendor Contracts: Negotiated cost-saving annual maintenance contracts across transportation, printing, vending, AC, and AV services—achieving rate stability or reductions for 3 consecutive years.
• Achieved Audit & Compliance Excellence: Maintained full compliance during internal/RBI audits by standardizing documentation, adhering to SLA requirements, and strengthening governance practices.

• Responsibilities:
• 1. Team Management: Oversee and coordinate the activities of the administrative team, including executive assistants, office assistants, and receptionists. Ensure efficient execution of tasks and foster a collaborative work environment. Provide guidance, mentorship, and performance management to team members.
• 2. Facility and Office Management: Manage the maintenance, security, and overall operations of the office premises. Oversee facilities, equipment, and supplies to create a productive and professional work environment. Ensure compliance with health and safety regulations.
• 3. AMC and Office Equipment Management: Oversee annual maintenance contracts for office equipment, ensuring optimal performance and compliance with service agreements. Manage the procurement and disposal of equipment, adhering to environmental regulations. Maintain an inventory, track usage, and schedule preventive maintenance to enhance operational efficiency.
• 4. Budgeting and Financial Management: Develop and manage the administrative budget, making strategic financial decisions to optimize cost-effectiveness while maintaining high-quality service delivery. Conduct regular budget reviews and implement cost-saving measures.
• 5. Vendor Relationship Management: Establish and nurture strong relationships with vendors. Negotiate favourable contracts and service agreements to ensure the timely provision of necessary services and supplies. Manage vendor performance and resolve any issues that arise.
• 6. Contract Renewal and Labour Compliance: Oversee the contract renewal process to ensure timely extensions and negotiate updated terms as needed. Monitor compliance with labour regulations and contractual obligations, maintaining a centralized system for tracking renewal dates. Collaborate with legal and HR teams to address compliance issues, fostering strong vendor relationships while ensuring operational continuity.
• 7. Travel and Event Coordination: Plan and organize business travel arrangements for executives, including flights, accommodations, and ground transportation. Ensure travel plans align with company policies and budgets. Coordinate company events, meetings, and conferences, managing all logistical aspects.
• 8. Policy Implementation and Compliance Oversight: Ensure consistent implementation of company policies and procedures. Monitor compliance and take appropriate action to address any non-compliance issues. Promote a culture of accountability and adherence to organizational standards.
• 9. Records and Document Management: Maintain and organize comprehensive records, documents, and reports. Ensure accurate and accessible information for future reference, supporting decision-making and regulatory compliance. Implement document management systems and procedures.
• 10. HR Collaboration and Support: Collaborate closely with the HR department on employee on-boarding, off-boarding, and maintenance of employee records. Manage access control systems and attendance tracking to ensure accurate data.
• 11. Expatriate Support Services: Assist expatriate employees in relocating by coordinating with real estate agents and landlords to secure suitable housing. Facilitate house rental agreements and provide support in arranging household help, drivers, and transportation as needed.
• 12. Reporting and Performance Monitoring: Generate and present regular reports on administrative activities, budgets, and performance metrics to senior management. Use data-driven insights to inform strategic decisions and drive continuous improvement within the administrative function.
• 13. Health and Safety Compliance: Ensure compliance with health and safety regulations, implementing measures to create a secure working environment.
• 14. Fleet Management: Supervise and manage the maintenance, insurance, and operational efficiency of company-owned vehicles. Coordinate regular maintenance and repairs to minimize downtime and manage insurance policies for adequate coverage. Oversee the procurement of new vehicles, negotiate purchase agreements, and manage the disposal of old vehicles.
• Cafeteria Management including weekly menu finalization and food Quality and monitor daily wastage