Assistant Manager - Administration

Overview

This position combines accounting support, procurement, actual spend vs PO tracking and operational oversight for the Bangalore Centre, including inputs into the seat cost calculation, ICPA/IC settlements, supporting FBPs on staff costs & oversight for administrative operations for the FSBP (captive). The Assistant Manager - Administration is accountable for ensuring compliance with Indian regulations & policy, dealing with the India Finance team (Dentsu PTP & IC Policy, Indian Companies Act/IT act, GST, FEMA) and provides global finance services, all accounting data & inputs required to finalise UK801 cost centres. This role involves partnering with Central Functions Operational Finance teams & FS FBPs, reporting to Functional/Business head. It also provides efficient office management, shared services for hybrid working and shift systems, employee security, safety and transport, as well as any other requirements to run 24/7 operations. This is a high touch point role for employees and stakeholders regarding welfare and travel.

This role reports to the Centre Head/Global Finance Services leadership per Dentsu and GCC operating model in Bengaluru.

Key Responsibilities

• Oversee day-to-day operations, procurement, cash flow management, accounts payable/receivable, general ledger, payroll related CTC reimbursements, vendor management, and financial reporting (monthly/quarterly/annual).
• Ensure compliance with Indian statutory requirements (e.g., TDS, GST filings, ROC compliances, transfer pricing, forex & any other regulation mandated) as required by India finance, auditors/tax consultants.
• Handle administrative functions: office operations, facility oversight, HR support and workspace coordination.
• Support FBPs, IT Support and Other teams responsible for various global policy compliance on asset management, financial reporting, budgeting & forecasting and cash management.
• Support GCC setup/expansion activities: entity registration, regulatory filings, inter-company transactions, and integration with local and global reporting systems.
• Monitor financial performance for overheads actuals, budget, RF, IC and settlements.
• Prepare MIS reports and collaborate with India and global teams for consolidated reporting and risk management.
• Lead /supervise 1 member team (admin staff on HR Support and Other Admin Activities), drive process improvements, and implement internal controls required for the SOD & Policy control requirements.
• Manage cash, investment tracking (capex), settlement activities, and support audits/tax assessments along with Center head Tracking and Reporting for Center Overhead expenses.
• Lead accurate and timely extraction of TB details to reconcile vendors and payments.
• Ensure cost center entity-level reporting (monthly/quarterly/annual) to entity UK 801.
• Support any additional detail required in line with India reporting requirements (tax, audit, other).
• E2E settlements, payments and GST (including forex hedging if applicable), CTC reimbursement related expense management and processing via payroll.
• Accountable for all inter-company invoice accuracy, matching, settlement and any other transactions with UK 801 with minimal financial risks.
• Achieve 100% on-time reporting and cost savings through process efficiencies (e.g., 5-10% reduction in operational expenses and seat costs year on year).
• Ensure no material misstatements in cost plus transaction pricing, or under or over recoveries for non staff costs and overheads including Capex.
• Ensure full compliance with Indian laws: Companies Act, Income Tax, GST, TDS, ROC filings, transfer pricing documentation, FEMA regulations, and other statutory requirements.
• Coordinate with RTR India team to handle queries from auditors, tax consultants, and authorities for timely filings, assessments, and resolutions; minimize penalties or notices.
• Maintain robust internal controls, risk management, and SOX/compliance frameworks for PTP, Vendor and IC areas as required by DOA and SOD India and Global/Central.
• Drive vendor management, cost negotiations, and service level agreements to ensure high-quality, cost-effective support services.
• Manage all upgrades and changes to facilities, operating welfare /staff welfare changes, rental and any other overhead spend related contracts.

Process Improvement & Efficiency

• Identify and implement automation/digitalization initiatives to streamline finance and admin processes.
• Lead or contribute to continuous improvement projects, including standardization across global teams and reduction in manual interventions.
• Foster a culture of efficiency through training, SOP development, and performance monitoring.
• Target results: Measurable productivity by reducing cycle times and at least 2 improvement projects annually which receive positive feedback on process maturity.

Administrative & Operational Management

• Oversee day-to-day office operations: facility management, vehicle and logistic movements, workspace optimization for hybrid and US Shift systems.
• Manage admin-related HR support (e.g., employee onboarding/offboarding coordination, benefits administration) and IT infrastructure coordination.

Requirements

• 9+ years in administrative roles.
• Strong communication, time management, and problem-solving abilities.
• Attention to Detail: Ability to manage multiple tasks accurately in a fast-paced environment.
• Ability to work with employees across functions and in remote locations.
• Ability to partner with other departments and interact effectively with employees at all levels of the organization.
• Proven experience managing facilities, procurement, vendor management, seat costing, travel and logistics, and related cost management.
• Good excel skills and other office tools.

Key skills/competency

• Administration
• Financial Management
• Indian Statutory Compliance
• Procurement
• Vendor Management
• Operational Oversight
• Process Improvement
• Facility Management
• Financial Reporting
• Stakeholder Management