ADMINISTRATION EXECUTIVE

INTRODUCTION

 

To ensure a successful operation of the General Administration Team by managing the tasks relating to

  • postage and courier management,
  • the physical access control system,
  • mobile phone / internet management,
  • vending machine operation,
  • audit SPOC
  • security team coordination (as backup)
  • housekeeping (as backup)
  • gardening

FUNCTION

Physical access control system coordinator

  • Handles physical access control system, prepares updates on the physical access control process description and relevant part of tailoring guideline due to the changes in the physical access control related processes
  • Provides required cards to users
  • Maintains stocks of accessories
  • Provides monthly denied access log and access right report to projects
  • Provides Data Center denied access log and access right report
  • Supports the work of the associates, leaders by handling general requests, generating reports, taking part in and contributing with valuable inputs to fulfill associates’s needs
  • Works with Entry card system: grants/revokes access, issues access cards to new joiners, guests, clients
  • Handles system related complaints, resolves issues of the system with the support of the contracted vendor
  • Based on internal requirements, provides trainings to associates
  • Acts as audit SPOC

 

Water & vending machine management

  • Makes sure that there is wide range variety of snacks and coffee in vending machines
  • Ensures proper maintenance of water & vending machines
  • Reports disorder ASAP

 

Vendor and contract management / invoice verification

  • Supports the Procurement team’s work by providing performance evaluation of relevant vendors according to the current rules
  • Initiates vendor contract modification if needed and provides inputs for the content of the contracts if a new contract is created
  • Conducts vendor evaluation meetings periodically
  • Maintains vendor performance related data (claims, SLAs, etc.)

 

Mobile phone / internet management

  • Handle associates’ requests based on Global HelpDesk Incident Management and Change Management tool (approval)
  • Maintain database precisely
  • Assist task owner during asset verification period

 

Postage and Courier

  • Fulfills the needs of the associates by handling general requests of postage and courier inside and outside Hungary always on time
  • Registers invoices in IQTATO incoming and outgoing mailing software daily

 

Other responsibilities

  • Perform backup tasks
  • Participating in meetings concerning relevant functions and preparing action plan for improvement
  • Contribution to preparation of reports, documents required by the management/Corporate
  • Participating in audits if needed
  • Providing backup as defined in the team profile
  • Task related circulars
  • Based on requirement Admin presentations
  • Reviewing operation manuals and procedures in order to determine whether improvements can be made in functions
  • Interpreting administrative, operations policies and procedures to employees if needed
  • Close cooperation with other Support Groups (e.g. Finance / IS)
  • Backuping other GA TMs and keep them informed on happenings during backup period
  • Work with and properly use Global HelpDesk Incident Management and Change Management tool, IPMS and paper-based timesheet, Outlook, Microsoft Office applications and Honeywell physical access control software.

REQUIREMENTS

Required

  • College or university degree
  • Good knowledge of MS Office tools (Word, Excel and PowerPoint)
  • Fluent English knowledge
  • Fresh graduates are also welcome

 

Advantages

  • Hungarian knowledge
  • Experience in daily operation
  • Experience in global environment

Sector(s):

  • Administration, Assistance, Office Work
  • Administrator, Document Manager
  • Head of Administration
  • IT Operation, Telecommunication
  • IT Support, Helpdesk

Experience required:

  • professional experience is not required

Required Qualification:

  • College degree

Required language level:

  • English (higher advanced/fit for negotiation)

Employment type:

  • Full time

Job location:

Budapest

HOW TO APPLY:

You can apply with the  „Jelentkezem button” underneath.