Vacancy Title
Administration Officer
Business Unit, Department & Location
GVA Acuity
London, Helaba site
Details

Overall Purpose of Job

 

  • To support Head of Operations (client lead)
  • Daily responsibility for management control of all incoming invoices and ensuring that payment of suppliers etc. are paid accordingly
  • Daily management of all staff expense claims and staff ‘cash’ advances
  • Daily liaison with the Facilities Management team (FM) ensuring that all functions and tasks documented within the Service Level Agreement (SLA) are completed within the appropriate timeframe and in the correct manner associated with the tasks involved
  • Monitoring of the FM team/Contactors ensuring that all internal procedures and guidelines are adhered to
  • Ensuring the FM team is trained in the workings of the Branch conducting them in the manner expected of a Helaba employee.
  • Daily management/monitoring of any issues associated within the FM & Front of house functions ensuring appropriate resolution. Duties include working with FM team to fulfil all requirements set out in the SLA
  • Travel management including checking monthly travel reports and monitoring that local travel requirements are adhere to
  • Responsible for timely payment of personal and season ticket loans to the employees
  • Evaluate and approve Company Insurance.
  • Work with on-site team, ensuring each person cross trained to be able to support and cover each other throughout periods of absence (Assistant Facilities Manager and Front of House/Reception).

 

Main Duties, Responsibilities & Accountabilities


a) Specific managerial tasks associated with the job
:

 

Daily responsibility for management control of all incoming invoices and ensuring that payment of suppliers, etc. are paid accordingly under terms and conditions of the contract. Duties include:

 

  • Distribution of invoices for departmental authorisation
  • Ensuring relevant sign off by departmental authorised personal
  • Instruct Administration Frankfurt to process/release invoices for payment
  • Validation of relevant invoices for payment ensuring correctly coded with appropriate department and service code within SAP
  • Reconciliation and funding of relevant accounts
  • Central contact for invoice /staff expense queries for Administration Frankfurt.

 

Daily management of all staff expense claims and staff ‘cash’ advances. Duties include:

 

  • Distribution of staff corporate credit cards statements for payment
  • Reconciliation of all staff expenses including conformity checks
  • Instruct Administration Frankfurt to process/release staff expenses.
  • Provide cash expenses for staff business travel.

 

Daily liaison with the Facilities Management team (FM) ensuring that all functions and tasks documented within the Service Level Agreement (SLA) are completed within the appropriate timeframe and in the correct manner associated with the tasks involved.

 

Monitoring of the FM team ensuring that all internal procedures and guidelines are adhered to.

 

Ensuring the FM team is trained in the workings of the Branch conducting them in the manner expected of a Helaba employee.

 

Daily management/monitoring of any issues associated within the FM & Front of house functions ensuring appropriate resolution. Duties include helping FM team fulfil all requirements set out in the SLA

 

  • Ensure of all third-party contracts are managed in the appropriate manner, and that FM is managing the relevant service efficiently and within the relevant procedures of the Bank.

Coordination of vendor management

Travel management including checking monthly travel reports and monitoring that local travel requirements are adhered to

Responsible for timely payment of personal and season ticket loans to the employees

b)
Professional tasks and responsibilities associated with the job:

 

  • Advice and assistance to London's OE in all administrative matters
  • Preparation of Departmental Operating Procedures for London within the regulatory framework of Helaba
  • Translation of correspondence from Head office from German to English
  • Co-ordination of Health & Safety initiatives and building safety
  • General Procurement
  • Review Tender Process and Negotiation with Suppliers
  • Proactive Contract Management
  • Co-ordination of local insurance
  • Strive to continuously improve departmental processes through innovation and new systems
  • Project planning, co-ordination and delivery

 

Desired Knowledge, Skills and Experience

 

  • Good communication skills in both English and German
  • Good interpersonal skills
  • Familiarity with computer systems and complex databases
  • Good numeracy skills
  • Organisational skills
  • Problem solving skills
  • A realistic approach to the world of finance
  • Ability to adhere to strict deadlines
  • Ability to work under pressure
  • Ability to explain financial issues to others in a simple yet direct manner
  • Ability to negotiate
  • Confidence to cross train in order to assist team/ cover roles in times of absence (A/FM and Receptionist)
  • Good Time Management

 

GVA are an equal opportunities employer.

 

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