Administration Manager
- Recruiter
- Confidential
- Location
- Kidlington
- Salary
- 23400.00 - 30000.00 GBP Annual + Plus Bonus
- Posted
- 14 Jun 2021
- Closes
- 25 Jun 2021
- Sectors
- Admin, Secretarial & PA
- Contract Type
- Permanent
- Hours
- Full Time
Administration Manager - Inchcape Property / Facilities
Based at Mercedes Benz Oxford
Reporting to the Director of Estates and Facilities, the Property/Facilities Administration Manager is responsible for the operational performance of the property admin team, ensuring that they provide an efficient and accurate service to the wider Inchcape property team and retailer functions.
Lead and build a strong, stable, highly engaged and energised team whilst encouraging autonomy, ownership and innovation within a controlled structure. We are entering a time of major change and digitalisation where the post holder will be a key driver towards this goal.
Main Responsibilities
To own and provide advice to your team in the creation, editing and submission of purchase requisitions via our purchasing portal, Coupa. This shall include the setting up of any potential new supplier onto the system.
Carrying out financial support work to include, the raising of CAPEX forms and advising our Financial Controllers as and when required, invoice processing when it falls outside of the scope of Coupa and processing one off fees where Coupa cannot be used (Local Government bodies etc.).
Receiving and processing any requests from the retailers for facilities support via our management system and contacting the relevant suppliers to provide a timely resolution. This will include liaison between the requester and suppliers to ensure an appropriate time for both parties.
Managing the day to day scheduling of our statutory maintenance contracts (e.g. PAT, Fixed Wire Testing, Legionella???) and processing the certifications that follow onto our central data base.
Collate all paper-based processes and documentation, make recommendations to move to a full digital solution, and implement this plan in a timely manner - maximising use of our new CAFM system. This will include Business Continuity Management processes and procedures. This will include but is not limited to any drawings, legal documents and lease agreements.
Manage and maintain iConnect pages for the Property department ensuring they are always up to date and the content is relevant and useful for colleagues and managers.
To support the team, effectively manage day to day workload, and drive positive change management. Be accountable for continuous improvement in terms of our internal processes and ensure we operate within a lean environment to drive cost reduction and increase profitability
Create an environment and culture where the team are encouraged to actively look at continuous improvement, where innovation and creativity are paramount, and where the team are receptive to new ways of doing things.
The Ideal Candidate
* Experience of working in a property admin function role advantageous
* Ability to support and advise sites on system use, policy and procedures
* Experience of working with online finance systems- Inchcape's global supplier system is Coupa. Experience with this would be an advantage.
* Must possess an eye for detail
* Used to working at pace in a fast-moving organisation
* Good communication skills, ability to compile reports and communicate to others
* Engage with colleagues, customers and suppliers to understand their needs and wants
* Highly competent in standard Microsoft software (Excel and PowerPoint key)
* Ability to analyse data
* Good interpersonal skills and an ability to work with people of all levels within the business
* Building strong, mutually beneficial relationships at all levels
* Highly collaborative when working with other business colleagues to achieve common goals
* Ability to work autonomously and on own initiative
* Set and maintain high standards
* Always willing to embrace change and think outside of the norm in order to drive things forwards
* Action oriented - likes to get things done
Benefits
Basic Salary between GBP23,400 - GBP30,000pa Depending on experience, plus 5% Bonus
* 22 days holiday, rising to 25 after 5 years
* Company pension scheme
* Life assurance
* Discount gym membership
* Vehicle purchase discount
* Employee Advantage - retail discounts with over 3000 retailers
* Cycle to work scheme
Based at Mercedes Benz Oxford
Reporting to the Director of Estates and Facilities, the Property/Facilities Administration Manager is responsible for the operational performance of the property admin team, ensuring that they provide an efficient and accurate service to the wider Inchcape property team and retailer functions.
Lead and build a strong, stable, highly engaged and energised team whilst encouraging autonomy, ownership and innovation within a controlled structure. We are entering a time of major change and digitalisation where the post holder will be a key driver towards this goal.
Main Responsibilities
To own and provide advice to your team in the creation, editing and submission of purchase requisitions via our purchasing portal, Coupa. This shall include the setting up of any potential new supplier onto the system.
Carrying out financial support work to include, the raising of CAPEX forms and advising our Financial Controllers as and when required, invoice processing when it falls outside of the scope of Coupa and processing one off fees where Coupa cannot be used (Local Government bodies etc.).
Receiving and processing any requests from the retailers for facilities support via our management system and contacting the relevant suppliers to provide a timely resolution. This will include liaison between the requester and suppliers to ensure an appropriate time for both parties.
Managing the day to day scheduling of our statutory maintenance contracts (e.g. PAT, Fixed Wire Testing, Legionella???) and processing the certifications that follow onto our central data base.
Collate all paper-based processes and documentation, make recommendations to move to a full digital solution, and implement this plan in a timely manner - maximising use of our new CAFM system. This will include Business Continuity Management processes and procedures. This will include but is not limited to any drawings, legal documents and lease agreements.
Manage and maintain iConnect pages for the Property department ensuring they are always up to date and the content is relevant and useful for colleagues and managers.
To support the team, effectively manage day to day workload, and drive positive change management. Be accountable for continuous improvement in terms of our internal processes and ensure we operate within a lean environment to drive cost reduction and increase profitability
Create an environment and culture where the team are encouraged to actively look at continuous improvement, where innovation and creativity are paramount, and where the team are receptive to new ways of doing things.
The Ideal Candidate
* Experience of working in a property admin function role advantageous
* Ability to support and advise sites on system use, policy and procedures
* Experience of working with online finance systems- Inchcape's global supplier system is Coupa. Experience with this would be an advantage.
* Must possess an eye for detail
* Used to working at pace in a fast-moving organisation
* Good communication skills, ability to compile reports and communicate to others
* Engage with colleagues, customers and suppliers to understand their needs and wants
* Highly competent in standard Microsoft software (Excel and PowerPoint key)
* Ability to analyse data
* Good interpersonal skills and an ability to work with people of all levels within the business
* Building strong, mutually beneficial relationships at all levels
* Highly collaborative when working with other business colleagues to achieve common goals
* Ability to work autonomously and on own initiative
* Set and maintain high standards
* Always willing to embrace change and think outside of the norm in order to drive things forwards
* Action oriented - likes to get things done
Benefits
Basic Salary between GBP23,400 - GBP30,000pa Depending on experience, plus 5% Bonus
* 22 days holiday, rising to 25 after 5 years
* Company pension scheme
* Life assurance
* Discount gym membership
* Vehicle purchase discount
* Employee Advantage - retail discounts with over 3000 retailers
* Cycle to work scheme