Join Asahi Europe & International and become a new member of our Office Management Team!
This role is fixed term until June 2025.
The Admin & Travel Specialist is accountable for providing administrative support to all AEIL teams and cooperating on assigned tasks. This role includes clerical assistance for senior managers, including managing their calendars, and serves as the main business partner for the travel agency, travelers, and travel-related suppliers, maintaining centralized control and travel management for the AEI Group.
In this position, you will:
* Manage daily administrative tasks for the AEIL team such as filtering/distributing internal and external e-mails and correspondence, editing documents, meeting guests, preparing expenses, making reservations, and supporting the organization of internal/external meetings, company events, and departmental teambuildings (agenda, invitations, refreshments, accommodation, etc.) in line with the Company’s policies and procedures.
* Provide clerical assistance for senior managers, ensuring travel and accommodation arrangements, preparing business travel claims and expense reports, and supporting invoices, orders, attendance, cash/card balance, and document signatures, including notarized signatures. Additionally, prepare and coordinate the calendar, set up various meetings, and respond to ad hoc queries from senior managers.
* Provide documents for the accounting team according to Company standards (order items, keep records in the system, process purchase orders, goods receipt, and check invoices for selected cost centers, collect and file travel expense forms).
* Drive communication between the travel agency and AEI travelers. Set up, control, and check SLAs with the travel agency. Proactively analyze processes, spend, and tools – propose improvements and a user-friendly approach. Assess travelers' feedback and expectations regularly.
* Perform regular training for travel booking. Assess hotels on the market and propose improvements for cities and hotels in the Preferred Hotels List.
* Promote professional behavior in the workplace, maintain confidentiality, ensure information collected and transmitted is clear, comprehensive, accurate, and up to date. Prioritize and complete outputs according to customer requirements, courteously greet and escort visitors to the appropriate person, and resolve internal/external customer queries professionally and promptly.
Qualification Criteria:
* Secondary school education as a minimum.
* Relevant knowledge and experience in an Assistant role and administrative duties.
* Travel Management experience is an advantage.
* Proficiency in English.
* Strong organizational skills.
* Good PC knowledge (MS Office, Concur).
* Minimum 3 years’ experience in an international company.
* Driving license B is an advantage.
Enjoy a little extra with our benefits (the list of benefits applies to the United Kingdom):
* 5 - 10% Annual bonus.
* Subsidised on-site Cafe.
* Life Assurance.
* 25 days holiday with the option to purchase 5 extra days.
* Flexible Working.
Join our team and uncover even more exciting perks that make Asahi Europe & International an exceptional place to work.
We are committed to nurturing a workplace where we celebrate and respect differences and support everyone to be true to who they are! At Asahi Europe and International, we believe you can SHINE AS YOU ARE - no matter your age, gender, ethnicity, sexual orientation, disabilities, religion, or beliefs. We want to support you to be courageous in your individuality and to know that whoever you are and whatever your circumstances, you can belong with us without having to conform.
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