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Associate, Corporate Administration & Infrastructure Department , Workplace Management

Location: 

New York, US

Job Function:  Corporate Administration and Infrastructure
Job Type:  Permanent
Req ID:  9705

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 

 

  • Works 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.
  • 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.
  • Keep current with the marketplace and be innovative with new offerings.

 

 

  • A bachelor’s degree in liberal arts, business management or facilities management
  • At least 3-5 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

 

Our PRIME Values

Our PRIME Values

GIC is a values driven organization. GIC’s PRIME Values act as our compass, enabling us to fulfil our fundamental purpose and objectives. It is the foundational bedrock which governs our behaviors, our decision making, and our focus. It informs both our long-term strategy as a firm, and the way we relate to our Client, business partners and employees. PRIME stands for Prudence, Respect, Integrity, Merit and Excellence.