Job Introduction
We are currently looking to add an Administrator at Virgin Atlantic Clubhouse Lounge, Heathrow Airport Terminal 3,to deliver a world class guest experience. The team have been awarded Skytrax World’s Best Business Class lounge award voted for by customers from around the world, with more than 350 airlines included in the survey.
We are looking for passionate, enthusiastic and motivated individuals who will be able to create memorable catering experiences, in the form of a first class service to our guests.
This is a great opportunity for a customer focused individual to join a world leading food and facilities management company, which can offer unrivalled opportunities for career progression.
Role Responsibility
* Processing of invoices via E-Prophit, including trading invoices, internal transfers, and chasing missing Edi/ Manual invoices
* Stocktake input, stock checks and finalising accounts
* Processing of all Payroll relating tasks
* Building schedules and clearing exceptions in the Kronos timekeeping system
* Provide administration support as required to include: Photocopying, preparing letters, filing, scanning etc.
* Ensure data and security process management includes segregation of duties to ensure compliance and safety with minimised risk.
* First point of call to resolve administrative concerns/issues
* To prioritise your work in order to meet schedules of the contracts
* Ensure all Right to Work checks are performed and validated, and highlight any discrepancies, concerns, or expired documentation to the Assistant Manager immediately.
* Perform annual Right to Work and employee file checks and highlight any noncompliance to Regional Administration Manager and Account Managers
* Answering telephones, recording of messages and general correspondence via email or post
* Taking meeting minutes and distributing as appropriate
* Logging Information onto spreadsheets and producing reports
* Assist credit control in debt chasing
* Order stationery and office equipment as required
* To work in conjunction with the other Managers in your team to use resources and support when necessary
* To undertake any reasonable requests made by Management to ensure that the overall service standard is maintained
* To attend training sessions appertaining to the post
* Ensure confidentiality and timelines are adhered to in the administration of the employment life cycle
Payroll & Employee Processing
* Processing new starters and leavers
* Input wages & absences into UDC Payroll System
* Updating schedules and clearing exceptions in the Kronos time keeping system
* Update details of employees on payroll system as and when required
* Keeping Aviation Employee list / Addresses labels up to date
* Produce payroll reports as required
* Staff correspondence
Invoices and End of Month Accounting
* Processing all EDI and non EDI invoices on the day of delivery
* Recording all deliveries and stock into speadsheets
* Checking off statements at month end to ensure all invoices have been captured and paid
* Ensuring that all information is kept up to date and accurate
General
* To ensure that you project a positive and professional impression at all times
* To attend company training courses, conferences and meetings as requested
* Support the management team with resolution of day to day operational, client and HR issues
The Ideal Candidate
* Very good standard of English literacy and numeracy
* Experienced in using Microsoft Office Package
* Self-motivated and able to work on own initiative within a team environment
* Previous administration experience in a busy environment
* Exceptional customer service skills
* A flexible ‘can do’ attitude
* The ability to multi-task within a fast-paced environment
* Flexible approach able to help within the office /lounge environment if required
* E Profit trained
* UDC Payroll trained
* Kronos Trained
* Attention to details at all times