Roles and Responsibilities
The Office & Facilities Officer will function as an integral part of the Office & Facilities Department and deliver a wide range of support and administrative services to the business. The O&F Officer will carry out administrative tasks pertaining to travel bookings, events, and other tasks related to management support on a regular basis.
Key Responsibilities:
* Responsible for Management Support for travel coordination and organization liaising with travel coordinators both local and regionally, including providing cost-effective, viable options on travel arrangements and hotel bookings for business trips as per Nextcare standards.
* Travel and event coordination and bookings.
* Working on sustainable travel arrangements and reporting.
* Booking and coordination supporting departments' business requirements.
* Ensuring the Group Travel standards are adhered to and managed accordingly.
* Provides guest services by assisting in the travel and accommodation needs of the company guests, maintaining and recording relevant documents such as Business Travel Proposals and invoices.
* Manages the ‘Travel Security’ communication and acts as a centralized contact between Managers and Allianz SE Corporate Security in preparation of the ‘Emergency Data Sheet’ and updates with the ‘Travel Bans and Restrictions.'
* Drafts the plan for events by specifying the requirements and specifications as per department protocol.
* Designs, drafts, and implements SOPs within the assigned area of responsibility; follows required process for agreeing on changes in SOPs and updates as necessary.
* Pillars to support regionally include:
o Sustainability focus: Data collection for Environmental reporting and roll out of initiatives.
o Group Insurance Management: Control and maintenance of all insurance policies and adaptations.
o Health and Safety: Coordinating and upgrading activities on sites as required by local regulations.
o Awareness programs to support department goals.
* Performs other Office and Facility related duties and responsibilities as required.
Desired Candidate Profile
What You Bring:
* Bachelor’s Degree.
* 3+ years of administration experience.
* Knowledge of general office administration procedures.
* Fair knowledge of local regulations and best practices.
* Ability to prioritize work based on business importance.
* Strong initiative with the ability to work independently and maintain focus under pressure.
* Excellent time management skills.
* Customer-service oriented.
* Impeccable communication skills.
* Sound understanding of general office administration duties.
* Ability to anticipate gaps and work on solutions.
* Physically fit to carry out duties.
* Legally permitted to work in the country of operations.
* Fluency in MS Office.
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