General Services Employee

Job Description

• The General Services Assistant plays a key role in the daily management of logistics and administrative operations within our private investment firm.
• This individual 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 contributing to the optimization of internal processes and overall operational efficiency.

Main Responsibilities

Shipment and Logistics Management

• Coordinate and organize shipping procedures locally and internationally (UPS CampusExpress, DHL, etc.)
• Handle special shipments and related logistics coordination, preparing shipments, tracking deliveries, and administering all shipping-related documentation according to departmental guidelines
• Order and manage consumables for various departments

Inventory and Procurement Management

• Monitor stock levels and coordinate with suppliers to ensure the continuous availability of necessary supplies
• Take the initiative to maintain and order supplies according to a pre-approved purchasing schedule and negotiate with service providers to address issues while continuously 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 continuously adhering to 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 outputs (Outlook, Trello, etc.)
• Contribute to the continuous improvement of internal processes and implement solutions to enhance efficiency, productivity, and overall service quality

Vesture and Internal Support

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

Skills and Experience

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

Our Values

• Hands-on: Being proactive in delivering high-quality results
• Passionate: Being committed and striving for excellence
• Strong work ethic: Always putting in 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