Egon Zehnder
Website:
egonzehnder.com
Job details:
The Company
Egon Zehnder (www.egonzehnder.com) is the world’s preeminent leadership advisory firm, inspiring leaders to navigate complex questions with human answers. We have more than 560+ consultants who bring together vast industry experience and diverse insight, operating globally through 68 offices in 36 countries spanning across Europe, the Americas, Asia Pacific, the Middle East, and Africa. We believe that together we can transform people, organizations, and the world through leadership. Our clients range from the largest corporations to emerging growth companies, government and regulatory bodies, and major educational and cultural institutions. We collaborate as One Firm across industries and geographies, leveraging strengths of every colleague and operate as a private partnership independent of any outside interests.
Knowledge Centre India (KCI)
Knowledge Center India (KCI) is the central engine that drives the operational value for the firm. Established in 2004, KCI has evolved over the years from purely operational efficiencies into more value-added service offerings, becoming a true business partner. There are various teams based at KCI that work with Global Offices, Practice Groups, and Management across all aspects of the firm's business life cycle. With a headcount of more than 500, the center has 5 core teams working including Experts, Research Operations, Visual Solutions, Projects/CV Capture and Digital IT, working round the clock on many mission critical elements.
Role Overview
The Senior Manager / Manager – Facilities Management and Office Administration will be responsible for creating and maintaining functional, aesthetically designed, and inspiring workspaces across KCI locations. The role provides strategic direction, operational leadership, and execution oversight for all activities related to facilities management, office administration, transport, legal compliances, safety and security, employee benefits administration, and procurement operations.
This position plays a critical role in shaping employee experience and fostering an engaging, vibrant, and productive workplace environment. They will lead a team of administration professionals and contractual staff to drive both short-term deliverables and long-term strategic goals for the function.‑term deliverables and long‑term strategic goals for the function.
The role is accountable for establishing strategic objectives, introducing best practices, and leveraging industry knowledge and subject matter expertise to define and elevate the facilities and administration function. It requires strong operational acumen, stakeholder management capabilities, and the ability to ensure seamless workplace operations that support organizational efficiency and growth.
Reports to: Director, Finance & Administration
Key Responsibilities
Facilities & Administration Operations
- Manage all administrative activities including procurement of equipment, facility maintenance, housekeeping, safety, security, and employee induction support.
- Oversee repair, maintenance, and replacement of office equipment, appliances, furniture, furnishings, vehicles, and building infrastructure.
- Lead office renovation projects, new office build‑outs, and workplace redesign initiatives—ensuring timely execution, budget adherence, vendor coordination, and compliance with safety and regulatory standards.
- Manage office space planning, seating allocation, and execution of office expansions, redesigns, and renovations.
- Ensure smooth functioning and upkeep of office facilities to maintain a harmonious and efficient work environment.
Team Leadership
- Lead the administration team at KCI along with contracted housekeeping and security staff.
- Manage team performance, ensure engagement and motivation through regular connects, and drive capability building through coaching and mentoring.
- Hire, onboard, and develop team members to meet current and future business needs.
Budgeting & Reporting
- Prepare monthly financial reports related to office infrastructure and facilities.
- Oversee budgeting, implement cost control measures, and track budget vs. actuals to ensure financial discipline.‑control measures, and track budget vs. actuals to ensure financial discipline.
Vendor & Contract Management
- Conduct vendor management including acquisition, installation, and commissioning of facility related equipment such as IT systems and HVAC.‑related equipment such as IT systems and HVAC.
- Lead procurement processes for KCI and global Egon Zehnder offices, including scrutiny and due diligence of vendor contracts.
- Build and maintain strong relationships with vendor partners, suppliers, and local authorities.
- Establish robust procurement systems and drive governance and audit processes for cost optimization.
Compliance, Processes & Asset Management
- Establish and maintain processes, documentation, control checks, and audit frameworks.
- Monitor statutory compliance across all facilities related functions.‑related functions.
- Manage site-level asset tracking and lifecycle management.
Transport Management
- Lead the organization’s transport operations, ensuring a balance between cost efficiency and employee experience.
- Ensure safety and security protocols for employees availing transportation services.
Stakeholder Management & Coordination
- Liaise and coordinate with multiple internal departments across corporate and branch offices.
- Participate actively in leadership discussions related to strategic business planning and implementation.
Employee Experience & Engagement
- Conceptualize and execute employee engagement initiatives and events, ensuring high quality experiences.‑quality experiences.
- Manage office visits for foreign delegates and ensure seamless execution.
- Respond promptly to employee concerns and resolve issues effectively.
- Seek stakeholder feedback and implement improvement plans.
External Networking & Best Practices
- Build networks with organizations in the vicinity to exchange best practices and solve shared operational challenges.
- Stay updated on market trends and introduce best in class practices to enhance workplace experience at KCI.‑in‑class practices to enhance workplace experience at KCI.
Key Competencies
Project Management
- Strong time management, deadline adherence, multitasking, cost consciousness, and problem-solving capabilities.‑tasking, cost consciousness, and problem‑solving capabilities.
Thought Partnership
- Ability to collaborate with stakeholders, apply conceptual thinking, and provide solution oriented perspectives with clarity.‑oriented perspectives with clarity.
Judgment
- Demonstrates sound decision making informed by industry knowledge, analytical ability, insight, and intuition.‑making informed by industry knowledge, analytical ability, insight, and intuition.
Output & Reporting
- Produces high quality, accurate reports, dashboards, and data insights that inform leadership decisions.‑quality, accurate reports, dashboards, and data insights that inform leadership decisions.
Collaboration & Teamwork
- Works effectively with cross functional teams, fosters camaraderie, and models collaborative behavior.‑functional teams, fosters camaraderie, and models collaborative behavior.
Communication Skills
- Communicates confidently and clearly, practices active listening, presents viewpoints effectively, and understands organizational dynamics.
Required Skills & Qualifications
- Master’s degree in Operations, Business Management, or a related field.
- 15+ years of experience in Facilities Management and Administration with proven expertise in large‑scale workplace operations.
- Minimum 5 years of team leadership experience, including coaching, mentoring, and performance management.
- Demonstrated experience in office renovations, new office construction, workplace design, and managing end-to-end infrastructure projects.
- Strong experience in managing global stakeholders and collaborating across functions and geographies.
- Hands-on exposure to Finance or HR ERP systems for procurement, budgeting, and administrative operations.
- Advanced proficiency in MS Office (Word, PowerPoint, Excel) with the ability to prepare high-quality reports, dashboards, and presentations.
- Proven capability in budgeting, cost control, audit compliance, and implementing governance and process frameworks.
- Extensive experience in vendor management, contract review, procurement operations, and driving operational excellence.
- Strong analytical and problem-solving skills with a track record of implementing best practices and operational improvements. ‑solving skills with a track record of implementing best practices and operational improvements.
- Good understanding of statutory compliance, workplace safety, and security protocols.
- Experience in managing a standalone building.
Location
The position is based at Egon Zehnder’s KCI office in Gurgaon, Plot no. 29, Institutional Area Sector 32
EZ Commitment to Diversity & Inclusion
Egon Zehnder is an Equal Opportunity Employer
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