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  • Job reference: RMS0181526

Royal and VIP Relations Coordinator

  • Sector: Automotive
  • Location: Middlewich, Cheshire
  • Job type: Contract
  • Date posted: 23/06/2017
  • Duration: on going
  • Time left:
    d h m s
    (21/07/17)
This vacancy has now expired.

The Role:
This role is responsible for providing efficient financial and administrative support to the Manager in daily activities, ensuring office activities are in line with Company and departmental objectives/agreed timings including Purchase and Finance. This role is also responsible for coordinating the movements and maintenance of the Royal and VIP fleet with a high degree of confidentiality and VIP etiquette as well as supporting event logistics.

1. Financial and Administrative support for team
a. Supporting in the daily operations of budget requirements (POR raising, tracker maintenance etc.)
b. Monthly reviews of Business Objects with the Finance team and the Royal and VIP Relations Manager
c. Budget monitoring on specific projects e.g T-Series restoration
d. Diary management and meeting coordination
e. Arrange national and international travel as required (liaison with company travel providers)
f. Processing of travel expenses/expense claims
g. Establishing, updating and maintaining departmental trackers/planners
h. Support in Board and project presentations
i. Other adhoc duties where appropriate

2. Event and Factory Visit organisation
a. Liaising and confirming arrangements through Experience as the point of contact
b. Hospitality requirements
c. Drafting agendas and briefing packs and issuing to relevant parties
d. Vehicle and chauffeur bookings - liaison across all fleets for availability
e. Hotel and transport arrangements
f. Press and Special support requests and liaison (vehicle requests, drive support, routes etc.)
g. driver bookings

3. Royal Fleet Coordination
Car ordering:
a) Develop and maintain an order tracker to prompt Royal and VIP Relations Manager on new order requirements
b) Support manager in reordering Royal and VIP fleet (order forms, form B's, BOOM, Mulliner FAPs)
c) Monthly reviews with fleet team
d) Coordinate PDI and PFS arrangements
e) Liaise with Legal team for requirements (tax, registrations, MOT etc.)
f) Liaise with Mulliner for FAPs/Special requirements for Royal and VIP cars
g) Liaise with Aftersales where required

Fleet Logistics (car loans)
a) Arrange collection and delivery for Royal and VIP car loans
b) Liaise with Press and Special and external providers for prep of cars (Jack Barclay services, CRM tracker etc.)
c) Indemnity form arrangements and filing
d) Point of contact for any legal issues (Penalty notices, congestion charges etc.)
e) Liaise across all fleets with fleet coordinators
f) Create and maintain a car loan tracker/planner

Maintenance
a) Point of contact for mechanical and electrical issues with fleet
b) Point of contact for fleet maintenance
c) Liaise with Press and Special and Mulliner
d) Aftersales liaison for product updates (e.g. software updates/issues)
e) Liaise with retailers as required

4. Heritage Fleet Coordination
Fleet Logistics
a) Action booking forms for authorisation
b) Liaise with requestor (often regional colleagues) regarding event requirements
c) Liaise with Press and Special regarding prep (update CRM and trackers)
d) Request specialist transport
e) Ensure Press and Special support cover is confirmed
f) Bi-weekly heritage team reviews
g) Ensure Lineage has a selection of cars and liaise with Experience regarding movements

Maintenance
a) Internal and external point of contact for fleet maintenance, parts ordering (liaise with supplier), and special parts requirements (e.g. GPS trip masters)
b) Support Royal and VIP Relations Manager with special projects e.g. T-Series restoration
c) Legal requirements - Tax and MOT arrangements
d) Acquisition/transfer arrangements .

SKILLS & EXPERIENCE
* Demonstrable administrative experience, ability to work independently and proactively
* Demonstrable experience of communicating effectively at all levels, high degree of confidentiality
* Self- motivated and flexible with good attention to detail
* Behaviours in line with People Framework
* Strong personal presentation

QUALIFICATIONS
* GCSE or equivalent in English Literature/Language and Mathematics
* Competent at intermediate level or above in Microsoft Office Outlook, Word, Excel, Powerpoint
* German/Other language knowledge/qualification desirable

The Company:
Is a leading Automotive manufacturer with a reputation for outstanding quality the world over. With demand increasing and an upturn in production, there is a need to bring further skills into the business to deliver on current and future projects.

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

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