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)
* Effectively optimize cab routing in the Application and publish with the transport vendor.
* Track routing and allocation of the vehicles as per the routing done.
* Ensure each cab reaches 10 mins in advance before the shift login time.
* Monitor the pick-ups of the employees scheduled.
* Prepare MIS Reports (No shows, Escort tracker, Desk space utilization, etc.) as required by management.
* Ensure routing is done on time.
* Maintain vehicles run to schedule and pick up all staff; Closure of priority and ad-hoc calls.
* Carry out routine vehicle inspections as per approved checklist.
* Handle all employee escalations during the shift.
* Review day-to-day transport operational issues and ensure smooth transportation for employees.
* Highlight operational issues with concerned vendors and follow up for necessary corrections.
* Oversee contractor performance in accordance with set KPIs/SLA (on-time arrival/departure).
* People Management: Meet with people to understand challenges and provide better facilities to employees.
* Cost Control: Review and maintain maximum occupancy and optimize the routes for cost control.
* Supervise multi-disciplinary teams of staff including Business Support, Reception Services, Cleaning, Maintenance, Landscaping, and Security.
* Manage Staff Access/CCTV to relevant premises.
* Maintain necessary stationery and Welcome kit stocks and order appropriately post approval.
* Ensure facilities meet government regulations and environmental, health and safety, and security standards.
* Monitor ongoing Bridge + building projects and ensure the real estate vendor hands over the premises as per the agreed timeline.
* Obtain necessary quotations from vendors and share for approval.
* Review invoices submitted by vendors and ensure they are in accordance with agreed price, terms, and conditions.
* Ensure all other requirements across business units are considered and provisioned in New Premises from Day 1 to avoid any last-minute surprises.
* Plan, coordinate with all business units, and undertake desk/office moves in accordance with the procedure.
* Manage 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 Oriented – 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.
Key behaviours we expect to see.
* Regular in attendance and plan time off in advance with your supervisor's approval.
* Enthusiastic, engaging, and positive.
* Excellent listener who understands the needs.
* Confident and able to engender confidence.
* Flexible (in both style and approach).
* Organized and thorough.
* Takes ownership and handles/supports Admin operations in the absence of Supervisor.
Qualifications
Required Experience
* 3-5 years of experience in managing Transport & Administration.
* Knowledge of Transport operations - This is the core responsibility of the person to have knowledge in the transport field.
* Proven communication skills in English and the Local Language are a must.
* Well-versed in city routing/rostering in Application and Manual.
* Customer Handling Skills - Must have patience to understand employee concerns and help achieve positive results.
* Willingness to work in rotational shifts and extended hours.
* Ability to work well independently, as well as part of a team.
* People Management - Understand employee concerns and work towards better solutions.
* Ability to handle multiple responsibilities simultaneously.
Additional information
At IQ EQ Group Management (Isle of Man) Limited, 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.
Company description
IQ EQ Group Management (Isle of Man) Limited is part of a leading Investor Services group that combines global expertise with an unwavering focus on client service delivery. We support fund managers, global companies, family offices, and private clients operating worldwide.
#J-18808-Ljbffr