Assistant Facilities Administrator

ABOUT JMAN:

JMAN Groupis a fast-growing data engineering & data science consultancy. We work primarily with Private Equity Funds and their Portfolio Companies to create commercial value using Data & Artificial Intelligence. In addition, we also work with growth businesses, large corporates, multinationals, and charities.

We are headquartered in London with Offices in New York, London and Chennai. Our team of over 450 people is a unique blend of individuals with skills across commercial consulting, data science and software engineering.

We were founded by cousins Anush Newman (Co-founder & CEO) and Leo Valan (Co-founder & CTO) and have grown rapidly since 2019. In May 2023 we took a minority investment from Baird Capital and in January 2024 we opened an office in New York with the ambition of growing our US business to be as large as, if not bigger than, our European business by 2027.

Why work at JMAN:

Our vision is to ensure JMAN Group is the passport to our teams future. We want our team to go on a fast-paced, high-growth journey with us – when our people want to do something else, the skills, training, exposure, and values that JMAN has instilled in them should open doors all over the world.

Current Benefits:

• Competitive annual bonus
• Market-leading private health insurance
• Regular company socials
• Annual company away days
• Extensive training opportunities

Position

The Admin Executive is responsible and guide the admin team on the day-to-day administrative and facility operations of the organization. The role ensures smooth office functioning, vendor coordination, employee support services, travel management, statutory compliance support, and maintenance of records in line with company policies and regulatory requirements.

This position work timing is 1PM IST - 10 PM IST

Requirements

Global Travel Coordination:

• Flight Booking Management: Secure domestic and international flights. Track airline preferences and frequent flyer programs. Optimize layover times and seating choices.
• Lodging Coordination: Reserve hotel accommodations. Align choices with company travel policies. Negotiate corporate rates and check-out times.
• Itinerary Planning: Build detailed daily schedules for travellers. Include flight data, confirmation numbers, and addresses. Integrate local transportation with meeting schedules.
• Time Zone Alignment: Coordinate schedules across multiple time zones. Adjust meeting times to prevent scheduling conflicts. Set calendar alerts in local time zones.
• Ground Transportation: Arrange airport transfers, rental cars, or rideshares. Provide clear pickup instructions for each destination.
• Travel Documentation: Verify passport validity and visa requirements. Ensure compliance with international entry regulations. Monitor health and vaccination mandates.
• Expense Tracking: Collate travel receipts and invoices. Monitor adherence to strict travel budgets. Prepare post-trip expense reports for reimbursement.
• Risk Management: Monitor global weather and flight disruptions. Provide 24/7 emergency support for itinerary changes. Set up travel insurance coverage.
• Local Cab & Transport Management: Organizing and monitoring daily employee cab services, ensuring safe and timely routing, and managing vendor coordination for late-evening drops.
• Facility Management:
• Daily Operations: Oversee general office operations to ensure a seamless and productive work environment.
• Staff Supervision: Manage and coordinate with housekeeping and maintenance teams to ensure high standards of cleanliness and efficiency.
• Functional Workspace: Regularly inspect the premises to guarantee all office systems, utilities, and equipment remain fully operational.
• Security & Safety: Monitor facility security protocols and ensure a safe environment for all employees and visitors. o Inventory Control: Track and manage office supplies, pantry items, and equipment to ensure the workplace is consistently well-stocked.
• Catering: The new team member will oversee the daily catering for snacks and dinner.
• Procurement: Handling routine purchasing of office supplies, managing vendor relations, processing purchase orders, and tracking inventory levels.
• Document Management: Organizing, digitizing, and maintaining physical and digital records, ensuring compliance with data security and company filing policies.