Senior Admin Operations- Senior Associate 3

Apex Group; Hyderabad; On-site; INR 800,000 - 1,100,000; Full time

Job summary

Apex Group is seeking a facilities management leader to oversee maintenance of buildings, equipment and infrastructure in Hyderabad. The role requires planning, scheduling and supervising repairs, renovations and installations, while ensuring a safe, hygienic and efficient work environment.

You will implement preventive maintenance for HVAC, electrical, and plumbing systems and respond promptly to issues and emergencies.

Qualifications

• Experience in facilities management or building maintenance preferred.
• Strong leadership and stakeholder coordination skills.
• Ability to manage budgets and ensure cost control.

Responsibilities

• Oversee maintenance of buildings, equipment, and infrastructure.
• Plan, schedule, and supervise repairs, renovations, and installations.
• Ensure a safe, hygienic, and efficient work environment.
• Implement preventive maintenance programs for HVAC, electrical, and plumbing systems.
• Respond promptly to facility-related issues and emergencies.

Job description

The Apex Group was established in Bermuda in 2003 and is now one of the world’s largest fund administration and middle office solutions providers. Our business is unique in its ability to reach globally, service locally and provide cross-jurisdictional services. With our clients at the heart of everything we do, our hard-working team has successfully delivered on an unprecedented growth and transformation journey, and we are now represented by over circa 13,000 employees across 112 offices worldwide.

Your career with us should reflect your energy and passion. That’s why, at Apex Group, we will do more than simply ‘empower’ you. We will work to supercharge your unique skills and experience. Take the lead and we’ll give you the support you need to be at the top of your game. And we offer you the freedom to be a positive disrupter and turn big ideas into bold, industry-changing realities. For our business, for clients, and for you

Category & Role Descriptions Facility Maintenance

• Oversee maintenance of buildings, equipment, and infrastructure.
• Plan, schedule, and supervise repairs, renovations, and installations.
• Ensure a safe, hygienic, and efficient work environment.
• Implement preventive maintenance programs for HVAC, electrical, and plumbing systems.
• Respond promptly to facility-related issues and emergencies.
• Develop and execute emergency preparedness plans.
• Drive best-in-class facility practices aligned with industry standards.
• Manage cafeteria operations ensuring quality and hygiene.

Behavioral Traits

• Strong leadership and ownership mindset.
• Ability to work effectively under pressure.
• High adaptability to dynamic environments.
• Collaborative team player.
• Continuous learning attitude.
• Solution-oriented and proactive approach.
• Strong stakeholder coordination skills.

Team Management

• Lead, mentor, and develop facility staff (Security, Housekeeping, Facility Executive etc.).
• Assign responsibilities and monitor performance.
• Ensure operational efficiency and accountability within the team.

Budgeting & Cost Control

• Monitor expenses and ensure cost optimization.
• Ensure adherence to approved budgets and cost controls.

Compliance & Safety

• Ensure compliance with statutory, health, safety, and environmental regulations.
• Conduct regular inspections and risk assessments.
• Implement and monitor safety protocols and emergency procedures.

Vendor & Contractor Management

• Coordinate with vendors for specialized services (HVAC, electrical, plumbing, etc.).
• Evaluate vendor performance and ensure SLA adherence.
• Manage vendor onboarding and relationships.
• Review and approve contracts, invoices, and agreements.
• Ensure timely and quality service delivery.

Sustainability Initiatives

• Implement energy-efficient and sustainable practices.
• Monitor utility consumption and identify cost-saving opportunities.
• Promote eco-friendly initiatives across facilities.

MIS & Reporting

• Ensure timely invoice processing and follow-ups with finance.
• Maintain trackers for invoices, POs, AMCs, and contracts.
• Prepare reports on operations, expenses, and maintenance.
• Provide periodic updates and actionable insights to management.

Managing Policies & Audit Compliance

• Documentation & Records: Ensure proper maintenance and accessibility of records; comply with legal requirements.
• Policy Compliance: Review and enforce adherence to organizational policies.
• Training: Ensure staff awareness and effectiveness of training programs.
• Security: Implement and monitor access control systems.
• Infrastructure: Inspect facilities and prioritize maintenance activities based on criticality.

Space Management

• Manage meeting rooms and collaborative spaces efficiently.
• Optimize workspace utilization and layout planning.
• Implement effective storage systems.
• Collect employee feedback to enhance workplace experience.
• Drive sustainability practices in workspace usage.
• Ensure proper access control and security measures.

Landlord Liaison

• Maintain strong relationships with landlords and property managers.
• Resolve tenancy-related issues effectively.
• Manage lease documentation and compliance.
• Ensure timely processing of rent, CAM, and utility invoices.
• Maintain accurate records and financial reports.

Order & Inventory Management

• Inventory Control: Maintain master inventory and define stock levels.
• Tracking: Monitor daily usage and conduct periodic audits.
• Procurement: Manage reorder points and purchase orders with approvals.
• Supplier Management: Maintain and evaluate preferred vendors.
• Storage: Implement centralized and standardized storage systems.
• Cost Control: Forecast budgets and optimize inventory costs.

Disclaimer

Unsolicited CVs sent to Apex (Talent Acquisition Team or Hiring Managers) by recruitment agencies will not be accepted for this position. Apex operates a direct sourcing model and where agency assistance is required, the Talent Acquisition team will engage directly with our exclusive recruitment partners.

About Apex Group

We are dedicated to driving positive change in financial services while fuelling the growth and ambitions of asset managers, allocators, financial institutions, and family offices. Established in Bermuda in 2003, the Group has continually disrupted the asset serving industry through our investment in innovation and talent. Today, we set the pace in asset servicing and stand out for our unique single-source solution and unified cross asset-class platform which supports the entire value chain, harnesses leading innovative technology, and benefits from cross-jurisdictional expertise delivered by a long-standing management team and over 13,000 highly integrated professionals. We’re a people-powered business, and our people are full of ambition. Together, we’re inspired to lead the new era of data and tech enabled service. Bringing new products and services to market. Sharpening our client focus. Disrupting the market to exceed expectations. Innovating across a range of specialisms. With our focus on making a difference to our people, our planet and our society, you’ll experience more here than you would at most other companies. Prepare to accelerate. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. Positive change starts with you. We’re a people-powered business with a vision to inspire a new era of service-led FinTech. We’re expanding globally and offering more to our clients. This means you get more opportunities to grow with us. So prepare to accelerate. We’ll make sure the time and effort you put in takes you further, faster. The journey is yours to own. When you stretch yourself, you grow. We want you to explore ways of working that will see you thrive as part of something bigger. We’ll help you with a solid structure, challenging projects, vibrant networks, supportive colleagues and approachable leaders. All the things you need to own your unique journey. Find out more about us