Administrative Services Coordinator
Caisse de dépôt et placement du Québec
Delhi
2d ago

Role

Working at CDPQ Delhi and reporting to both Head of Office & Director Administration for APAC Region. The incumbent is responsible for providing the administrative management and operational support required for the office to run smoothly.

  • Overall, he contributes to rigorous file management, and promotes collaboration and teamwork. The Administrative Services Coordinator is a resource person for the Delhi office, who establishes and maintains courteous and respectful relationships with internal and external partners;
  • contributes to achieving the objectives of CDPQ India and CDPQ Global as a whole.

    Primary Responsibilities

  • Be the first administrative point of contact in Delhi office for all other teams at CDPQ and work closely with colleagues from the group to ensure that operations run smoothly.
  • Manage and coordinate administrative requests from Delhi Team alongside Hub stakeholders and from our parent company in Montréal.
  • Coordinate business and government meetings for senior leadership team visits in India.
  • Manage invoice payment by following processes and respecting due dates, and carefully monitor the overall payment process.
  • Provide thorough reporting of procurement expenses.
  • Manage supplier relationships and agreements based on the CDPQ procurement process and provide the required reporting on contract compliance.
  • Maintain an inventory of office supplies and ensure procurement.
  • Manage corporate subscriptions & memberships for Delhi office as per the budget.
  • Act as a resource person for document management for the team, including hard and soft copies, particularly in organizing the SharePoint electronic library.
  • Efficiently coordinate new employee integration / onboarding (equipment, supplies, lists, etc.).
  • In collaboration with the building manager and the relevant teams in Montréal, act as the resource person for any questions about office operations and administration.
  • Implement Incident Coordination Plan (Business Continuity) with Montreal office.
  • Ensure Office Security measures like fire safety regulations in the premise in coordination with building management, ensure other directives like First Aid Kits, inventory of masks, sanitizers etc.
  • Provide administrative support to the team in the Delhi office as and when required.
  • Receive, filter and forward telephone calls during absences and follow up on and forward information and welcome visitors.
  • Work collaboratively with other administrative assistants across the Hub to ensure backup coverage
  • Work closely with counterparts from other hub offices as well as from other regions in order to share best practices and ensure harmony in the operating methods
  • Requirements

  • Undergraduate degree in a relevant discipline (administration, office management)
  • Ten (10) years of experience in similar functions
  • Experience in an international group and in working in international offices
  • An equivalent combination of education and experience may be taken into consideration
  • Strong proficiency of general IT tools, particularly Word, Excel and PowerPoint software
  • Knowledge of SharePoint considered an asset
  • Sound knowledge of budgetary concepts and processes
  • Excellent command of written and spoken English. Knowledge of French an asset.
  • Competencies

  • Team player with strong inter-personal and collaboration skills
  • Ability to prioritize
  • Exemplary attention to detail and ability to work effectively under pressure
  • Strong interpersonal skills and dynamic
  • Flexible and available
  • Highly organised and flexible, resilent, mature and able to deal with stress and ambiguity
  • Proactive and autonomous
  • Self-motivated, responsive and results-oriented
  • Ability to resolve problems in a fundamentally sound manner
  • Project management skills
  • La Caisse wants to offer equal employment opportunities to everyone. It encourages women, visible and ethnic minorities, aboriginal people and people with disabilities to apply.

    La Caisse is also committed to further incorporating diversity into the organization and making it a source of enrichment and pride for all its employees.

    Use of the masculine in this document refers equally to both men and women.

    Only candidates selected for an interview will be contacted.

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