Overview
Executive Administration Jobs in Rabat Metropolitan Area at HCLTech
Title: Executive Administration
Company: HCLTech
Location: Rabat Metropolitan Area
Function: Global Workplace Solutions (Administration)
Location: Rabat, Morocco
Reports To: Regional Lead – Global Workplace Solutions
Exp- 03+ Years
The Administration Candidate is responsible for end to end administrative, facility, security, and technical asset operations for HCLTech in Morocco. The role ensures effective day to day admin and reception operations, PR/PO and IFMS vendor management, security oversight, technical equipment lifecycle management, and strict adherence to legal, ISO, and SOC compliance requirements.
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Key Responsibilities
Day to Day Administration & Reception Operations
• Manage daily office administration, ensuring uninterrupted workplace operations.
• Oversee reception and front desk services including visitor management, access coordination, meeting rooms, courier/post, and helpdesk support.
• Coordinate employee services: seating, access badges, office assets, stationery, and general workplace support.
• Support client visits, leadership visits, internal events, and logistics coordination.
PR / PO & Financial Administration
• Manage PR/PO processes end to end in line with approval matrices and finance controls.
• Processing of Invoice and good knowledge of ARIBA and SAP
• Track, validate, and process invoices through IFMS and approved finance systems.
• Coordinate with Finance/AP for timely payments, reconciliations, and dispute resolution.
• Maintain records for OPEX/CAPEX, administrative budgets, and audit evidence.
IFMS & Vendor Management
• Act as primary SPOC for IFMS vendors (housekeeping, security, maintenance, reception, transport, pantry, waste management, etc.).
• Monitor vendor SLAs, service quality, compliance documents, and performance reviews.
• Manage onboarding, renewals, NDAs, contracts, and operational escalations.
• Ensure vendors comply with security, safety, and compliance standards.
Security Management
• Oversee physical security operations including security guards, access control systems, CCTV, visitor management, and incident reporting.
• Ensure compliance with information security controls relevant to admin and facilities scope under ISO 27001 and SOC 1 / SOC 2.
• Coordinate security audits, risk assessments, access reviews, and closure of audit findings.
• Act as local SPOC for security incidents, investigations, and corrective actions in coordination with Corporate Security and Risk teams.
Technical Equipment & AMC Management
• Manage technical and critical facility equipment, including but not limited to:
• UPS systems
• Diesel Generators (DG)
• HVAC systems
• Fire detection & suppression systems
• Access control and CCTV systems
• Ensure Annual Maintenance Contracts (AMCs) are in place, valid, and executed as per schedules.
• Track preventive and corrective maintenance, breakdowns, service reports, and compliance records.
• Coordinate vendor visits, spare management, statutory checks, and equipment audits.
• Maintain asset registers and support finance and audit teams during physical verifications.
Compliance, Legal & Audit Requirements
• Ensure adherence to ISO 27001, ISO 45001, ISO 14001 requirements within admin, facilities, security, and vendor scope.
• Support SOC 1 and SOC 2 controls, ensuring documentation, evidence, and control effectiveness.
• Maintain readiness for internal, external, and customer audits.
• Ensure compliance with local legal and statutory requirements related to workplace safety, security, and facilities.
Stakeholder & Cross Functional Coordination
• Coordinate with HR, IT, Finance, Legal, Security, Risk & Compliance, and Global GWS teams.
• Act as backup SPOC for critical admin, security, and facility functions.
• Support site expansions, transitions, and continuous improvement initiatives.
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Qualifications & Experience
• 5–8 years of experience in administration, facilities, or operations, preferably in a multinational environment.
• Hands on experience with PR/PO, IFMS, vendor management, and facility/security operations.
• Exposure to ISO standards, SOC audits, and compliance environments is mandatory.
• Bachelor’s degree in Business Administration, Facilities Management, or related field.
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Skills & Competencies
• Strong understanding of admin operations, security controls, and technical facility systems.
• Working knowledge of ISO 27001, ISO 45001, ISO 14001, SOC 1 & SOC 2.
• Experience managing AMCs and critical infrastructure equipment (UPS, HVAC, DG, fire systems).
• Proficient in MS Office and enterprise systems (IFMS, SAP/Ariba or similar).
• Languages: Fluent French & English; Arabic is an advantage.
