General Services Employee

Job Description

• The General Services Assistant plays a key role in the day-to-day management of logistics and administrative operations at our private investment firm.
• This person is responsible for coordinating procurement services and ensuring a smooth working environment that meets the company's quality standards.
• This role supports the internal operations of our private equity firm, ensuring streamlined processes and effective communication, all of which contribute to the optimization of internal processes and overall operational efficiency.

Main Responsibilities

Shipment and Logistics Management

• Coordinate and organize shipping procedures both locally and internationally (UPS CampusExpress, DHL, etc.)
• Handle special shipments and related logistics coordination, including preparing shipments, tracking deliveries, and managing all shipping-related documentation in accordance with departmental guidelines
• Order and manage supplies for various departments

Inventory and Procurement Management

• Monitor inventory levels and coordinate with suppliers to ensure the continuous availability of necessary supplies
• Take the initiative to maintain and order supplies in accordance with a pre-approved purchasing schedule and negotiate with service providers to resolve issues, while consistently adhering to company procedures

Maintenance and Facility Management

• Monitor the condition of office spaces, identify maintenance needs, and coordinate with external service providers to address issues while consistently following company procedures

Administrative Support and Project Management

• Coordinate and follow up on various projects in collaboration with service providers and internal teams
• Use technology to organize and schedule tasks, tracking workflows, tasks, deadlines, and deliverables (Outlook, Trello, etc.)
• Contribute to the continuous improvement of internal processes and implement solutions to enhance efficiency, productivity, and overall service quality

Clothing and Internal Support

• Provide versatile support within the General Services team, including supporting the finance and administrative departments
• Serve as a point of contact for internal inquiries within the organization

Skills and Experience

• Previous experience in a similar role (preferably in a banking environment or at a mid-sized company)
• Degree in administration, logistics management, or a related field, or equivalent experience
• Fluency in spoken English and a good command of spoken French are required
• Excellent organizational skills and the ability to work under pressure while meeting deadlines
• Ability to quickly adapt to new tools and applications
• Proficient with digital tools and collaboration platforms (Outlook, Excel, Teams, etc.)
• Solid knowledge of postal and international logistics services (DHL, UPS CampusExpress, FedEx, etc.)
• A good understanding of quality standards in the banking sector and in-depth knowledge of document workflow (docflow)
• Excellent communication using tools such as Microsoft (Teams, Excel, etc.)
• A team player and excellent communicator who works well with various internal departments
• Analytical skills to prioritize and manage multiple tasks effectively while working independently in a fast-paced environment
• Accountability: Taking ownership of tasks and challenges, as well as striving for continuous improvement and innovation, all with a strong entrepreneurial spirit

Our Values

• Hands-on: Taking the Initiative to Deliver High-Quality Results
• Passionate: Being committed and striving for excellence
• Strong work ethic: Always making the effort to deliver high-quality results, even under pressure
• Solution-driven: Focusing on client outcomes and meeting clients' needs
• Ownership: Taking responsibility for one's work, decisions, and outcomes
• Partnership-oriented: Fostering collaboration and teamwork. Working together with an entrepreneurial mindset and shared goals to create value for all stakeholders