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  • Job reference: RMS0146305

PA/Business Administrator

  • Sector: Commercial
  • Location: Gaydon
  • Job type: Contract
  • Date posted: 15/08/2014
  • Time left:
    d h m s
    (22/08/14)
This vacancy has now expired.
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The Company:
A luxury Automotive OEM based in the West Midlands. After continued growth & success there are a number of new exciting engineering projects underway and we currently have requirements for experienced engineering professionals.

The Role:
Our client's IT function has responsibility for all global enterprise IT operations and currently some significant IT projects including an enterprise-wide ERP Implementation. This combined role will serve as a PA to the IT Director and also be Business Administrator for the IT function as defined below.

Key Responsibilities & Tasks
•Manage Diary, Phone, Travel & Post for IT & Motorsport Directors.
•Manage IT Hardware procurement and financial planning to support the business
•Recruitment – Support of functions recruitment activity.
•IT Contractor administrative management – Financial orders and forecasting.
•Support IT operations/projects through the raising of Purchase Requisitions/Orders.
•Manage expense processing for IT & Motorsport Directors and functional managers where appropriate. Administration of IT Director Corporate Purchasing card.
•Administration of all IT Contracts/Service Agreements.
•Performing daily secretarial duties.
•Management of calendars and coordination of meetings, UK based and abroad, including flight bookings/connections and accommodation.
•Booking in Visitors/Guests to either VIP’s or Visitor Booking system
•Booking of meeting rooms.
•Managing pre-approval of Travel and Travel booking itself (through Partner).
•Work with Helpdesk Team Leader to process IT Resource Requests (ITRR’s) to determine/forecast hardware requirements.
•Obtain quotations for equipment from suppliers and confirm accuracy and competitiveness.
•Raise order, either through Purchase Requisition (PCR) or corporate credit card.
•GRN invoice and pass to Accounts.
•Raising of Authority To Recruit paperwork (ATR’s) to support recruitment of both contract and permanent positions in line with headcount budget.
•Working with HR to support Managers in the recruitment process.
•Raising of all contractor Purchase Orders (PO’s) in line with the ATRs.
•Ensure home working contractor timesheets are signed, scanned, emailed to agencies and copies are filed.
•Update Contractor tracker and review with Finance at month end.
•Pre-authorisations to be raised on Ceriden Xpense Centre, prior to Flights, Eurotunnel and Hotel accommodation UK and aboard. All other expense (food, mileage, taxis etc) can be processed retrospectively.
•Corporate Purchasing Card management.
•Purchasing card log need to be kept up to date and cross referenced with monthly bank statement (available from Finance) then emailed to Finance at month end.
•Credit card VAT invoices need to be collated and passed to Accounts.
•Managing mobile telephone data and liaising with purchasing over new terms and conditions.

Essential Skills / Qualifications:
•Good interpersonal skills at all levels both within and outside the organisation.
•Excellent communication skills both written and spoken.
•Excellent organisational skills.
•Good numerical skills.
•Good attention to detail.
•Reasonable level of business acumen and financial understanding.
•Experience in a role which has needed the demonstration of the above skills/competencies.
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