The role:
The Group Administration Coordinator is responsible for the efficient coordination and delivery of UK Group administration business support activities. Taking accountability for leading on and managing company vehicle fleet contracts and processes, travel and accommodation, and support for meetings and events.
Responsibilities:
1. Lead contact for the Group’s preferred fleet services supplier – overseeing contractual terms; facilitating ongoing positive relationships; raising and resolving any concerns.
2. Arrange all vehicle leases both new orders and renewals and monitor renewal dates; monitor vacant vehicles and reallocate as appropriate to reduce costs
3. Maintain vehicle and driver records and liaise with Group Finance regarding tax and invoicing arrangements.
4. Oversee the vehicle return process for leavers ensuring all checks are carried out
5. Liaise with the fuel card provider to issue, return or cancel as required.
6. Arrange short term vehicle hire for colleagues using the most cost-effective preferred provider
7. Ensure the vehicle insurance portal is updated so that all company vehicles are covered and also add/remove short term hire vehicles as required; liaise with insurance provider for queries.
8. Administration and coordination of the on-site electric vehicle charging stations
9. Ensure all driving licence checks are carried out and kept up to date
10. Update car drivers handbook as required and ensure vehicle drivers are made aware of any changes; support CFO/Group Head of HR with relevant policy updates and implementation
11. Deal with all Penalty Charge Notices and Notice of Intended Prosecution for motoring offences received, liaising with the colleague responsible and ensure payment is made and/or recovered from the colleague as required.
12. Lead contact for preferred travel companies – overseeing contractual terms; facilitating ongoing positive relationships; raising and resolving any concerns
13. Arrange UK and international travel and accommodation, ensuring the appropriate level of approval has been obtained and that the most cost-effective options are booked.
14. Record CO2 values for travel options and report to the Group businesses as requested
15. Arrange preferential rates with local hotels; making visits to ensure facilities are up to the required standard and suit our requirements, particularly executive suites.
16. Maintain detailed and accurate records of travel and accommodation and liaise with Business Finance teams regarding invoicing arrangements.
17. Ensure travellers have the required passport and visa requirements for their destination.
18. Lead and co-ordinate the arrangements of key corporate events inc. annual Christmas party; source appropriate venues and providers; operate within assigned budget.
19. Support and co-ordinate Group events including charity and colleague engagement initiatives
20. Support for internal events/meetings – room set-up, organising catering/refreshments
21. Working closely with the CFO, co-ordinate the Executive Quarterly meetings, arranging schedules for the CEO and Chairman.
22. Prepare and maintain a monthly dashboard of travel and accommodation usage and costs for MDs/CFO & CEO for data analysis and to assist decision making.
23. Lead contact for the Corporate Eyecare account
24. Sourcing and co-ordination of colleague gifting, acting as lead contact for gift providers such as Love2Shop
25. Authorised person for orders requiring the company credit cards; ensuring these are used responsibly and within set guidelines.
26. Ordering catering for meetings/events, general supplies and ad-hoc purchases
27. Internal communications – contribute to content and distribute communications across the Group
28. Absence cover for post room
29. Provide administration support for the wider HR team as required, particularly during busy periods and to cover absence of the Group HR Assistant
30. Provide note-taking support to the HR team during formal proceedings; accurately capturing discussions and producing formal notes.
31. Adhere to strict confidentiality requirements and adhere to GDPR guidelines
The successful candidate:
32. Experienced senior administrator, executive or personal assistant, having successfully operated in a fast moving, commercially focussed environment.
33. Ability to take ownership and work with minimum supervision; demonstrating sound decision-making skills and appropriate judgement, whilst recognising when to escalate matters.
34. High level of written English language skills, with the ability to write bespoke communications, contribute to policies, and think and write creatively.
35. Communicates clearly and professionally with a wide range of stakeholders
36. Experience of managing external service contracts ensuring high service levels of service are received; issues are raised and resolved promptly.
37. Strong interpersonal and relationship building skills with both internal and external stakeholders
38. Experience of dealing with senior leaders; demonstrating the ability to be respectful and professional whilst challenging appropriately as required.
39. Highly organised and methodical with excellent attention to detail and high levels of accuracy.
40. Good levels of numeracy, with a commercial mindset and understands the importance of cost-control
41. Excellent planning and organisation skills with the ability to prioritise a busy workload and competing demands and manage the expectations of multiple stakeholders.
42. Proactive, and applies a can-do attitude and results driven approach
43. Comfortable operating in a standalone role whilst also being a supportive team member, with a willingness to be flexible to ensure the HR team collectively delivers the required level of service to stakeholders
44. Understands the requirement for maintaining high levels of confidentiality and demonstrates integrity.
45. Curious with a continuous improvement mindset, seeks opportunities to improve process efficiencies and the colleague experience
46. Proficient in MS packages, particularly Word and Excel
47. Experience in a similar role managing vehicle fleet contracts, company car driver compliance and organising travel and accommodation.
48. Experience of event organisation such as large group functions and fundraising/charity events.
49. A full UK driving licence is advantageous as may be required to visit other Group sites and suppliers.