Join Asahi Europe & International and become a new member of our Office Management Team!
This role is fixed term until June 2025
Admin & Travel Specialist is accountable to provide administrative support to all AEIL teams and cooperate on assigned tasks. Provide clerical assistance for the senior managers incl. managing their calendar. Main business partner for travel agency, travelers and travel related suppliers; keep centralized control and travel management for AEI Group.
In this position, you will:
Manage daily administrative tasks for the AEIL team such as filter/distribute internal and external e-mails and correspondence, edit documents, meet guests, prepare expenses, make reservations, support organization of internal/external meetings, company events and departmental teambuildings (agenda, invitations, refreshments, accommodation etc) in line with Company´s policies and procedures, support with reservation systems (pool cars, meeting rooms etc). Assist with presentations and reports preparations.
1. Provide clerical assistance for the senior managers ensure travel and accommodation arrangements, prepare business travel claims and expense reports, provide support with invoices, orders, attendance, cash/card balance and documents signatures incl. notarized signatures. Also, to prepare and coordinate the calendar incl. setting up various meetings, respond to ad hoc queries from senior manager.
2. Provide documents for the accounting team according to Company standards (order items and keep records of these in the system, process purchase orders, goods receipt and checking invoices for the selected cost centers, collect and file travel expense forms)
3. Drive communication between the travel agency/AEI travellers. Set up, control and check SLAs with travel agency. Proactively analyze processes, spend and tools – proposal for improvement and user-friendly approach. Assess regularly travelers' feedback. and expectations
4. Perform regular trainings for travel booking. Assess the hotels on the market, propose improvements for the cities and hotels in the Preferred Hotels List..
5. Promote professional behaviour in the working place, keep all information confidential, information collected and transmitted is clear, comprehensive, accurate and up to date. Outputs are prioritised and completed according to customer requirements, visitors are courteously greeted and escorted to the appropriate person. Internal/External customer queries are professionally and timeously resolved.
Qualification Criteria
6. Secondary school education as minimum
7. Relevant knowledge and experience in the Assistants role and of administration duties
8. Travel Management experience is an advantage
9. Proficiency in English
10. Strong organizational skills
11. Good PC knowledge (MS office, Concur)
12. Minimum 3 years’ experience in an international company
13. Driving license B is advantage
Enjoy a little extra with our benefits (the list of benefits applies to the United Kingdom)
5 - 10% Annual bonus
14. Beer Allowance
15. Subsidised on-site Cafe
16. Industry-leading pension contribution
17. Private Healthcare
18. Life Assurance
19. Private Dental insurance
20. 25 days holiday with option to purchase 5 extra days
21. 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.