Senior Admin Operations Associate

Senior Admin Operations- Senior Associate 3

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.

Experience Level

Mid Level