Associate Director, Facilities

ABOUT IQ-EQ

We’re a leading Investor Services group offering end-to-end services in administration, accounting, reporting, regulatory and compliance needs of the investment sector worldwide. 

We employ a global workforce of 5,800+ people across 25 jurisdictions and have assets under administration (AUA) exceeding US$750 billion. We work with 13 of the world’s top 15 private equity firms.

Our services are underpinned by a Group-wide commitment to ESG and best-in-class technology including a global data platform and innovative proprietary tools supported by in-house experts.

Above all, what makes us different is our people. Operating as trusted partners to our clients, we deliver intelligent solutions through a combination of technical expertise and strong relationships based on deep client understanding. 

We’re driven by our Group purpose, to power people and possibilities.

Job Description: ASSOCIATE DIRECTOR - FACILITIES & Administration  

Office: GCD, India, Hyderabad

Department: Administration                

Reports to: Business Manager 

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) 

• Manage and supervise administrative staff to ensure smooth office operations.
• Develop, implement, and improve office policies and procedures.
• Oversee office budget, expenses, and financial reports.
• Supervising multi-disciplinary teams of staff including Business Support, Reception Services, Cleaning, Maintenance, Landscaping and Security 
• Ensure office facilities, supplies, and equipment are well-maintained.
• Monitor administrative workflows and optimize operational efficiency.
• Handle document management, record-keeping, and data entry processes.
• Coordinate with vendors, service providers, and suppliers.
• Ensure compliance with company policies, labour laws, and industry regulations.
• Assist in hiring, onboarding, and training administrative staff.
• Manage correspondence, scheduling, and internal communication.
• Review the invoices submitted by the vendors and make sure it is in accordance with agreed price, terms, and conditions.
• Ensure all other requirements across the business units are considered and provisioned in Premises from Day 1. To avoid any last-minute surprises.

 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: 

• 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 follows through on commitments.

Required Skills

• Proven experience as an Administration Manager, Office Manager, or similar role.
• Strong leadership and team management abilities.
• Excellent communication, organizational, and problem-solving skills.
• Knowledge of office management procedures and policies.
• Proficiency in MS Office and office administration software.
• Ability to multitask and work under tight deadlines.
• Bachelor’s degree in Business Administration, Management, or a related field (preferred).

OUR COMMITMENT TO YOU AND THE ENVIRONMENT

As a forward-looking business, sustainability is integral to our strategy and operations. Our sustainability depends on us building and maintaining meaningful, long-term relationships with all our stakeholders – including our employees, clients, and local communities – while also reducing our impact on our natural environment.

There is always more we can, and should do, to improve – whether in relation to our people, our clients, our planet, or our governance. Our ongoing success as a business depends on our sustainability and agility in a changing and challenging global landscape. We’re committed to fostering an inclusive, equitable and diverse culture for our people, led by our Diversity, Equity, and Inclusion steering committee.

Our learning and development programmes and systems (including PowerU and MyCampus) enable us to invest in growing our employees’ careers, while our hybrid working approach supports our employees in achieving balance and flexibility while remaining connected to their colleagues. We want to empower our 5,500+ employees - from 94 nationalities, speaking 41 languages across 25 countries - to each achieve their potential. Through IQ-EQ Launchpad we support female managers launching their first fund, in an environment where only 15% of all private equity and venture capital firms are gender balanced.

We’re committed to growing long-term relationships with our clients and supporting them in achieving their objectives. We understand that our clients' sustainability and success leads to our sustainability and success. We’re emotionally invested in our clients right from the beginning.