Associate, Workplace Management - NewYork, United States - GIC Private Limited

Description

Corporate Administration & Infrastructure Department
The Corporate Administration & Infrastructure Department (CAID) is responsible for managing global office infrastructure and administration including procurement, office facilities and engineering, business continuity management, as well as administrative policies and implementation framework for the GIC Group globally.

Key Responsibilities:

• Work in a team that includes Workplace Management Associate and Workplace Manager to support the department's business as usual (BAU), projects and deliverables, reporting to the SVP, Workplace Management (Americas).
• Manage office operations, which includes but not limited to reception services, mail services, office supplies, pantry services and periodical subscriptions management with HQ, to ensure the services are properly managed. Managing budgets and inventory.
• Conduct regular walkthroughs and inspections of facilities to identify maintenance and operational needs, safety concerns, and adherence to regulatory requirements.
• Manage vendor relationships, monitor service quality to optimize facility service and performance while controlling costs.
• Collaborate with SVP and internal GIC Stakeholders on budgeting to support facility and operational needs.
• Maintain accurate records of maintenance finances, budgets, activities, expenses, and inventory levels to support informed decision-making.
• Hire, train and motivate external personnel. Maintain positive staff relations.
• Manage tendering processes for office vendors and service providers for contracts and price negotiations.
• Ensure proper security measures for the workplace, including badge provisioning and collaborating with security system vendors or a team of security professionals.
• Responsible for developing the skill level of the maintenance team; assures that all team members are trained, directed, and motivated to meet business group and company needs Manages skilled trades and apprentice activities.
• Manage vendor relationships and maintenance of the office.
• Critical to the role is management of the reception team and reception services as point of contact for stakeholders and relationship building with executive assistants managing meeting rooms, registering guests and maintaining the reception space.
• Partnering with VP, based in San Francisco and HQ Travel Management Team with overall travel services, taking lead in travel management for New York and supporting San Francisco, includes liaising with travel management company and executive assistant team; ground transportation, airline, hotel vendors; including Concur site administration.
• Manage document shredding services which includes staying on top of corporate policy changes and updates.
• Support departmental procurement controls, procurement administration and invoice administration through GIC's electronic payment system (NOVA). Support in developing budgets, monitoring spending against budget and managing accruals.
• Provide administrative support to SVP, Workplace Management, and team on various projects and tasks, such as global initiatives from HQ, travel & expense, scheduling meetings, and vacation coverage.
• Assist the team with facilities related functions.
• Keep current with the marketplace and be innovative with new offerings.

Requirements:

• A bachelor's degree in engineering, liberal arts, business management, or facilities management.
• At least 5+ years of work experience in an office environment.
• Well organized with good time management skills, result-oriented and able to adapt to evolving situation.
• Interpersonal and communications skills, with ability to collaborate with team members on projects and corporate initiatives.
• Works well in an open environment.
• Flexible to work overtime.
• Working knowledge in Excel, PowerPoint, Word, Outlook.
• Agile and willing to learn new capabilities and applications.

Work at the Point of Impact

We need to be forward-looking to attract the right people to help us become the Leading Global Long-term Investor. Join our ambitious, agile, and diverse teams - be empowered to push boundaries and pursue innovative ideas, share your views, and be heard. Be anchored on our PRIME Values: Prudence, Respect, Integrity, Merit and Excellence, which guides us in how we make our day-to-day decisions. We strive to inspire. To make an impact.

Flexibility at GIC

At GIC, our offices are vibrant hubs for ideation, professional growth, and interpersonal connection. At the same time, we believe that flexibility allows us to do our best work and be our best selves. Thus, our teams come into the office four days per week to harness the benefits of in-person collaboration but have the flexibility to choose which days they work from home and adjust this arrangement as situational needs arise.

GIC is an equal opportunity employer

GIC is an equal opportunity employer, and we value diversity. We do not discriminate based on race, religion, color, national origin, sex, gender, gender expression, sexual orientation, age, marital status, veteran status, or disability status. We will ensure that individuals with disabilities are provided reasonable accommodation to participate in the job application or interview process, to perform essential job functions, and to receive other benefits and privileges of employment.

Learn more about our Corporate Administration & Infrastructure Department here: https://gic.careers/departments/corporate-administration-infrastructure-department/

Compensation

Our compensation philosophy reflects several principles. We strive to provide a competitive compensation package to attract and retain talent globally. We pay for performance, and reward sustainable results.

Total pay for this position comprises base pay and bonus. The anticipated base salary range for this role is between $85,000 and $110,000.

Bonuses, which may form a meaningful proportion of the total pay package, are determined based on company and individual performance.