Executive, Administration

IQ EQ Group Management (Isle of Man) Limited is part of 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.

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) 

• To effectively optimize cab routing in the Application and publish with transport vendor.
• To track routing and allocation of the vehicles as per the routing done.
• To ensure each cab reaches 10mins in advance before the shift login time.
• Monitor the pick-ups of the employees scheduled.
• MIS Reports (No shows, Escort tracker, Desk space utilization …) to be prepared as required by the management.
• Ensure routing is done on time.
• To 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.
• Handling all employee escalations during the shift.
• Reviewing day-to-day transport operational issues and ensure to provide smooth transportation for employees.
• Highlighting the operational issues with concerned vendors and follow up for necessary corrections.
• Oversee contractor performance in accordance with set KPI’s/SLA (on time arrival / departure)
• People Management: Meeting with people and understanding the challenges and provide better facility to employees.
• Cost Control: Reviewing and maintaining maximum occupancy and optimizing the routes for cost control.
• Supervising multi-disciplinary teams of staff including Business Support, Reception Services, Cleaning, Maintenance, Landscaping and Security 
• Management of Staff Access/CCTV to relevant premises
• Maintain necessary stationery and Welcome kit stocks and order appropriately post approval.
• Ensuring that facilities meet government regulations and environmental, Health and Safety, and security standards. 
• To closely monitor ongoing Bridge + building projects and ensure the real estate vendor hand over the premises as per agreed timeline.
• Obtain necessary Quotation from vendors and share for approval.
• Obtain & 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.

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: 

• Regular in attendance and plan time off in advance with your supervisor approval.
• 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 Handle / Support Admin operations in absence of Supervisor.

Required Experience  

• Experience should in 3-5 years in managing Transport & Administration,
• Knowledge on Transport operations - This is the core responsibility of the person to have the knowledge on transport field.
• Proven communication skills in English and Local Language are must.
• Must have well knowledge of city and routing/rostering in Application and Manual.
• Customer Handling Skills - Need to have lot of patience to understand employee concern and help for the positive result.
• Should be willing 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 working out for better solution.
• Handle multiple responsibilities simultaneously.

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.