Admin Specialist – EMEA Sales Compensation

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Admin Specialist – EMEA Sales Compensation

Role Overview:
The Admin Specialist is offering all needed support to EMEA Sales Compensation managers and employees, assisting in office needs and managing the departments’ general administrative activities. Apart from the daily admin tasks, is also involved in low to medium complexity projects ensuring the smooth running of the department.
Our new colleague will be friendly, energetic, organized, resourceful and adaptable to a fast changing pace. We will instead welcome him/her into an open and supportive work environment, highly professional and with excellent work ethics.
The role is complex in the sense that it contains a mix of routine, administrative work, as well as opportunities for taking on more challenging tasks.
Work is generally of a confidential nature.

Main responsibilities and activities:
Is responsible for office logistics such as:
• Raises and manages Purchase Orders for the department (office supplies, catering), ensures delivery and follow up on invoice payment, fills in expense claims and provides details regarding the department expenses upon request from management
• Introduces new suppliers in the iProcurement environment
• Is responsible for organizing internal or external visits and/or events: catering, booking rooms, travel and accommodation arrangements such as pickup, travel (taxi arrangement, hotel accommodation, etc.)
• Is point of contact for Labor Protection for the entire department: cooperates with the responsible facilities department contact person, distributes labor protection files and communicates with managers regarding updates and required actions
• Maintains an updated inventory of the open positons, job applicants and organizes excel and English tests for job applicants
• Works with Facilities team to ensure desk and logistics and location, coordinates office space, systems, and facilities installations or similar changes for the Sales Compensation team
• Daily mail and correspondence management, point of contact for orders pick-up and distribution

Is involved in support activities that are specific to department needs:
• Supports managers with raising and managing POs for contractors joining the team and is main point of contact for the staffing company providing the contracted employees
• Ensure HW/SW compliance according with Oracle policy: e.g.: recurrently runs reports on Laptop Compliance, shares with managers and follows up on pending items; ensures retiring and replacing laptops etc.
• Undertakes ad hoc projects, research and collate information as required
• Maintains and updates various internal pages upon request
• May coordinate activities between departments and outside parties
• Supports the training department with administrative tasks such as booking rooms, ordering materials, entering trainings in the training tool, and may also deliver trainings for new employees
In addition to the above, performs any other tasks as assigned by direct manager, relevant to the scope of the role.

Education and Experience
• University Degree education preferred
• Previous experience in a similar role would be a plus
Competencies:
• Excellent command of spoken and written English
• Very organized and excellent communication style
• Ability to prioritize work, tackle multiple tasks and capable of working into tight deadlines
• Easily adaptable to change
• Open and willing to take on new projects
• Ability to solve problems and propose solutions with minimal direction in a fast paced environment
• Demonstrated collaborative skills
• Familiar with Microsoft Office (Excel, Word, PowerPoint)
• Excellent work ethics
• Ability and willingness to manage a multitude of tasks with varying levels of complexity
Job Complexity & Impact:
• Job assignments may include non-standard and moderately complex activities
• Requires Systems use (iSupport, purchase orders, approvals, expenses, meeting room reservations etc.)
• Judgment and initiative are required to complete assignments.

Other Information:
Determined period contract through Adecco