Executive - Administration

4 weeks ago

Hyderabad, India IQ-EQ Full time

Company Description

IQ-EQ is a leading Investor Services group which combines global expertise with an unwavering focus on client service delivery. We support fund managers, global companies, family offices and private clients operating worldwide.

**Job Description**:
**Responsibilities (how we will measure success)**

We are looking for an enthusiastic and dynamic Administration and facilities professional to join our busy team, to support day to day activities and initiatives around our office administration. You will work collaboratively with colleagues to provide an efficient, accurate and high-quality day to day administrative support to business leaders, HR, and vendors.

**Tasks (what does the role do on a day-to-day basis)**
- Onboarding of new vendors - E.g., RPFs from minimum 3 vendors / perform due diligence and select the appropriate vendors based on cost and risk rating.
- Oversee contractor performance in accordance with set KPI’s/SLA
- Supervising multi-disciplinary teams of staff including Business Support, Reception Services, Cleaning, Maintenance, Landscaping and Security
- Management of Health & Safety, fire safety duties, compliance, and regulation standards
- Management of Staff Access/CCTV to relevant premises
- Planning and managing employee transportation.
- Ensuring that facilities meet government regulations and environmental, Health and Safety, and security standards.
- To provide best in class working experience for our employees
- To closely monitor ongoing Bridge + building projects and ensure the real estate vendor hand over the premises as per agreed timeline.
- To review the invoices submitted by the vendors and make sure it is in accordance with agreed price, terms, and conditions.
- To ensure all other requirements across the business units are considered and provisioned in New Premises from Day 1. To avoid any last-minute surprises.
- To plan, co-ordinate with all business units and undertake desk/office moves in accordance with the procedure.
- Day to day management of contracts and providers for all FM services including Hard and Soft Services; security, parking, cleaning, catering, M&E, and technology.

**Key competencies for position and level (see Group Competency model)**
- Action Orientated - Readily acts on challenges, without unnecessary planning.
- Communicates Effectively - Develops and delivers multi-mode communications that convey a clear understanding of the unique needs of different audiences.
- Interpersonal Savvy - Relates openly and comfortably with diverse groups of people.
- Collaborates - Builds partnerships and works collaboratively with stakeholders and vendors.

**Qualifications**:

- Experience in managing office administration,
- Strong organizational skills and able to manage multiple activities concurrently.
- Ability to work well independently, as well as part of a team.
- Proven ability building successful networks as well as relationships with vendors and stakeholders.
- Ability to be flexible and work effectively.
- Manage tasks, schedules, and office resources efficiently.
- Ability to resolve issues and adapt to changing situations is important.
- Handle multiple responsibilities simultaneously.

Additional Information

At IQ-EQ we want you to reach your full potential. We offer an inclusive and diverse environment to support your career aspirations. With a strong emphasis on continuous learning and a holistic approach to your professional and personal development. We also offer opportunities across our service lines and our international network of offices.

**Key behaviours we expect to see**

In addition to demonstrating our Group Values (Authentic, Bold, and Collaborative), the role holder will be expected to demonstrate the following:

- Enthusiastic, engaging, and positive
- Empathetic
- Excellent listener who understands the needs.
- Confident and able to engender confidence.
- Flexible (in both style and approach)
- Organised and thorough
- Takes ownership and follows through on commitments.

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