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Administrative Coordinator
Il y a 2 mois
The Administration Coordinator will provide administrative support to the Regional Manager Western Europe and the regional team, ensuring the smooth operation of company-funded projects and proposals. This role will also involve providing administrative support to members of the team.
Key Responsibilities:- Develop and implement a monthly and annual administration planner to ensure timely completion of invoices, contracts, purchase orders, and related administration tasks.
- Provide accurate and timely reports to managers on programme and project data, and assist with the interpretation of those reports.
- Assist the regional team with End of Financial Year reconciliations of projects, including closing off projects and creating new projects in the SAP system.
- Draft legal documents, including project contracts, consultancy agreements, nondisclosure agreements, and purchase orders.
- Track and manage the workflow process for contracts, agreements, purchase orders, and other project-related paperwork for the team.
- Maintain project information in SAP and the company's document management system.
- Carry out filing of all contracts, purchase orders, and other documentation and correspondence as required.
- Book regular domestic and/or international travel for team members and, where necessary, visitors to the Paris and/or London office.
- Manage any courier requirements for the Paris office.
- Support with completing new vendor forms and creating PO's in SAP and PO execution via Docusign.
- Work with key personnel in HQ to manage internal updates/training where required.
- Create email templates, send out, and manage subsequent inbounds and updates via company tools such as Optimizely and Salesforce.
- Update information in the CRM (Salesforce) as directed.
- Manage stationery supplies for the Paris office.
- Be the point of contact to deal with any office-related IT issues.
- As required, organise security/access passes for new staff or visitors to the Paris office.
- Coordinate and action other office-related tasks as directed.
- 2+ years' experience in an administration role is essential.
- Previous experience in project administration will be highly regarded.
- Intermediate + skills in MS Word, Excel, and PowerPoint.
- Experience with SAP would be highly regarded.
- Highly developed communication skills, including an ability to write clearly and concisely in a manner that meets audience requirements (in both French and English).
