Facilities and Office Administration Senior Associate

At HedgeServ were redefining whats possible in fund administration. With more than $700 billion in assets under administration we partner with the worlds most forward-thinking investment managers across private equity private credit endowments hedge funds and more to deliver seamless tech-enabled solutions that drive performance.

Our proprietary platform enhanced by machine learning and robotic process automation gives clients real-time insights and unmatched control over their operations. Alongside our technology we offer award-winning service through our team-based approach -- led by a deeply experienced team of industry experts. Our solutions span the full investment lifecycle including fund accounting middle office risk compliance tax and investor services.

Were a future-focused company empowering our people through a robust career development framework clear career trajectories with structured learning paths training and progression plans. We invest in leadership development and in our collaborative culture creating space for talent to grow. Our corporate values Relationships Support Innovation and Expertise create a sense of shared purpose and belonging and we recognize our employees sit at the core of our success. We continue to innovate and evolve through our employees working together to achieve our shared vision and mission.

HedgeServ supports employees through a variety of offerings including remote and hybrid working arrangements and fully paid comprehensive health and well-being benefits. Weve been recognized as an employer of choice earning a top 100 workplaces designation.

Founded in 2008 HedgeServ has grown into a global organization with over 2000 experts across the globe with offices in the United States Grand Cayman Ireland Poland Bulgaria Luxembourg the Philippines and Australia. Weve earned numerous accolades including Top Overall Administrator along with #1 rankings for providing alternative asset services in Accounting Technology Client Service Investor Services Alternative Fund Expertise Reporting and Regulatory Expertise.

Department description: The Facilities Department is responsible for delivering global workplace facilities and office administrative services across all company offices. The team ensures a consistent safe efficient and welcoming workplace experience for employees visitors and business partners worldwide. Working closely with regional stakeholders vendors and building management teams the department supports operational excellence service delivery workplace standards and employee engagement across multiple locations and time zones.

Duties and Responsibilities: As part of the global team delivering workplace and administrative services within their assigned office and supporting broader global facilities initiatives. Whilst servicing as the primary contact for employees regarding office related queries and support the role consists of:

Office Operations:

• Manage the day-to-day running of the office and workplace services ensuring the office is clean organised and fully operational.
• Ordering Supplies managing couriers and assisting with any visitors incoming calls and general emails. Coordinate maintenance requests repairs security access cleaning waste management and other workplace services
• Liaise closely with building management and facilities teams to ensure all building services are delivered effectively.
• Support Business Continuity Planning (BCP) initiatives and preparedness.

Vendor Management

• Manage relationships with suppliers contractors and service providers.
• Obtain quotations and support procurement activities for office supplies and services.
• Raise and manage purchase orders and process invoices to ensure timely payment
• Track budgets and expenditure

WorkPlace Safety

• Act as Safety Officer carrying out regular workplace checks and reporting any issues that need attention
• Co-ordinate file drills safety training and implement any emergency procedures.
• Conduct routine safety checks identify potential hazards and follow up on any issues identified putting in place solutions to reduce risks.
• Ensuring compliance with occupational health and safety standards.

Pre-requisite knowledge skills and experience

• At least 2 years experience in a similar role
• Knowledge of purchase orders invoicing and vendor management
• Familiar with Safety and Health compliance within an office environment
• Strong organisational and multitasking skills with the ability to manage competing priorities
• Proficiency in Microsoft Office Applications
• Attention to detail and strong customer-focus with a proactive and professional approach.