Senior Admin Manager

The Company

Egon Zehnder (www.egonzehnder.com) is the world’s preeminent leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We have more than 560 consultants who bring together vast industry experience and diverse insight, operating globally through 63 offices in 36 countries spanning across Europe, the Americas, Asia Pacific, the Middle East, and Africa. We believe that together we can transform people, organizations, and the world through leadership. Our clients range from the largest corporations to emerging growth companies, government and regulatory bodies, and major educational and cultural institutions. We collaborate as One Firm across industries and geographies, leveraging strengths of every colleague and operate as a private partnership independent of any outside interests.

Knowledge Centre India (KCI)

Knowledge Center India (KCI) is the central engine that drives the operational value for the firm. Established in 2004, KCI has evolved over the years from purely operational efficiencies into more value-added service offerings, becoming a true business partner. There are various teams based at KCI that work with Global Offices, Practice Groups, and the Management across all aspects of the firm's business life cycle. With a headcount of more than 500, the center has 5 core teams working including Experts, Research Operations, Visual Solutions, Projects/CV Capture and Digital IT, working round the clock on many mission critical elements.

Who we are!

We are part of Digital-IT team established 16 years ago in Gurgaon, India to provide technology support and rollout digital initiatives to 60 plus global offices. Digital IT has six key pillars – Collaboration Technology; Functional Technology; Digital Technology; Security & Architecture; Infrastructure & Services, Digital Success to support business and to take lead on digital transformation initiatives with the total strength of 150+ team members across the globe.

Position

As the Facilities leader you will be responsible for creating and maintaining functional, aesthetic and inspiring workspaces at KCI. Your role involves providing strategic direction, operational guidance and execution oversight to all activities related to facilities management, transport, legal compliances, safety and security, employee benefits and procurement. Your role will be instrumental in shaping the employee experience and creating an engaging and vibrant workplace. You will lead a team of administration professionals and contractual resources, to deliver the short and long term goals for the function. You will be responsible for setting the strategic objectives for the team and bring in industry knowledge and subject matter expertise in charting the course for the function.

Key responsibilities:

Managing administrative activities involving purchase of equipment, maintenance of procurement, housekeeping, safety, security, employee induction etc.

• Leading the admin team at KCI and the contractual employees in housekeeping and security teams. Responsible for managing the performance of the team. Keeping the team engaged and motivated through regular connects. Investing in team development - coaching and mentoring team members to achieve their developmental goals. Hiring and building the team to support business needs.
• Planning and preparing monthly reports pertaining to finance required for maintaining office infrastructure and facilities.
• Develop a deep understanding of current and future business needs. Define resource and capacity requirements. Managing the office space and seating. Planning for and executing office expansions, redesign and office renovations.
• Budgeting and cost control measures, Monitoring Budget vis a vis variance.
• Managing repair, maintenance & replacement of office equipment’s, appliances, furniture, furnishings, vehicles, building, etc.
• Purchasing, Implementation and operations of Security and Surveillance
• Vendor management- Oversee acquisition, installation and commissioning of equipment’s that are required for the facility – IT Systems, air conditioning etc.
• Establish and maintain all Processes, Documentation, Business Control checks, audits etc. Monitor all Statutory Compliance areas.
• Asset Management of the site operations.
• Liasioning and coordinating with various departments within the corporate office and all branch offices.
• Lead the transport facility management for the organization. Create the right balance of cost considerations and employee experience. Ensure safety and security employees availing transport. Manage the procurement process for KCI and global Egon Zehnder offices. Lead scrutiny and due diligence of existing and new vendor contracts. Create structures and processes required to maintain a robust and ethical procurement system. Coach and train team members and stakeholders and procurement processes. Drive governance and audit rigor to improve procurement practices and deliver cost optimization goals.
• Active participation in the Leadership Team for Strategic Business Planning, implementation, client interaction etc.
• Upkeep of office administrative facilities and ensure availability of daily miscellaneous requirements to provide harmonious work culture to employees.
• Manage office visits for foreign delegates.
• Lead the conceptualization and execution of employee engagement events. Create delightful employee experiences with well thought through and superbly executed events.
• Responding to employee concerns and promptly resolving employee complaints and issues.
• Seeking feedback from employees and stakeholders and developing, executing action plans to solve problems.
• Building a network of contacts with other organizations in the neighborhood and sharing best practices and for resolving shared challenges.
• Build strong relationships with vendor partners, suppliers and local authorities.
• Stay connected with the market and bring in best practices to improve the workspace and environment at KCI.

The key aspects of your role are as follows :

• Project Management : Time management, managing deadlines, managing multiple assignments, cost consciousness, leveraging resources and problem solving
• Thought Partnering : Collaboration with stakeholders, demonstrating conceptual thinking, solution oriented approach, clarity of thought.
• Judgement : Sound decision making, based on industry knowledge, problem solving ability, insight, and intuition
• Delivering Output & Reports : Producing high quality, accurate content for relevant reports, dashboards, and data to guide leadership actions.
• Collaboration and Teamwork : Partnering with others on projects, being a team player, fostering a sense of camaraderie, role models collaborative behaviors
• Communication Skills : Confident and strong communicator, active listener, Skillful at presenting their viewpoint, demonstrates a nuanced understanding of organizational dynamics

Required knowledge/experience:

• Master’s degree in Operations or Business Management.
• 15+ years of experience in Facilities management and administration
• Minimum 5 years experience in leading a team
• Experience in managing global stakeholders.
• Experience of working with a Finance or HR ERP system
• Superior verbal and written communication skills and expertise with MS-Office (Word, PowerPoint & Excel)

Location

The position is based at Egon Zehnder’s KCI office in Gurgaon, Plot no. 29, Institutional Area Sector 32

EZ Commitment to Diversity & Inclusion

Egon Zehnder aims for a diverse workplace and strives to continuously lead with our firm values. We respect personal values of every individual irrespective of race, national or social origin, gender, religion, political or other opinion, disability, age and sexual orientation as warranted by basic rights enshrined in the UN Declaration of Human Rights. We believe diversity of our firm is central to the success and enables us to deliver better solutions for our clients. We are committed to creating an inclusive environment and supportive work environment, where everyone feels comfortable to be themselves and treated with dignity and respect and there is no unlawful discrimination related to employment, recruitment, training, promotion, or remuneration.

Egon Zehnder is an Equal Opportunity Employer

Egon Zehnder provides equal employment opportunities to all applicants and employees without regard to race, color, creed, religion, sex, sexual orientation, gender identity, marital status, citizenship status, age, national origin, disability, or any other legally protected status and to affirmatively seek to advance the principles of equal employment opportunity.

Job Types: Full-time, Permanent

Pay: ₹1,700,000.00 - ₹3,300,000.00 per year

Benefits:

• Health insurance
• Paid sick time
• Paid time off
• Provident Fund

Work Location: In person