About the position
We are seeking a whiz at organizing, navigating through complex organizations, and always keeping your administration neatly organized. As a key support to our Global Business Change Management Solutions team, youll handle a wide range of administrative and training-related responsibilities. From secretarial tasks to timekeeping and reporting, your attention to detail ensures smooth operations and accurate documentation.
Key Responsibilities
Project & Resource Management Support
- Maintain accurate timekeeping records, check and approve hours, and prepare discrepancy reports for management across projects and BCM functional areas.
- Handle expense claims, credit card statements, and ensure correct cost center allocation.
- Coordinate onboarding and offboarding processes, including equipment, access, application access and policy briefings.
- Manage staff asset lists and oversee workwear distribution.
Training & Systems Support
- Access and administer Clarity for training coordination (with PSO support).
- Coordinate Webcost setup and training via self-service.
- Create and manage TRFs (Task Register Forms) to assign hours and expenses to correct cost centers.
- Support finance activities on:
-P&L overview and monthly cost recharges.
-Invoice and expense verification (including receipts).
-Ensure approval of employee-declared company expenses at correct levels.
Facilities & Event Coordination
- Book business trips, flights, hotels, and rental cars for training, projects and other events.
- Order office supplies and manage hardware distribution for training, DSV Quality Planning Workshops and other relevant sessions/ engagements.
- Organize staff sessions, meetings, conferences, and training lunches.
- Arrange meeting rooms and online gatherings as requested.
- Create invitation letters for employee travel and co-ordinate with host country HR (or other stakeholders) for assistance.
Communications & Collaboration
- Manage shared mailboxes and Teams site (add/remove employees, post updates).
- Draft and submit SharePoint articles and regional email communications.
- Coordinate townhall and skip-level meetings.
- Archive departmental documents and create PDF contracts via Adobe Sign.
Supplier & Finance Admin
- Create new suppliers in MDG for invoice processing.
- Ensure all incoming invoices are correctly captured and assigned.
Reporting
- Liaise with stakeholders to ensure timely department reporting.
- Develop reports as requested in collaboration with cross functional team members where applicable.
- Monitor and report on the departmental budget, flagging overages, and assisting with project/training budget forecasting.
Required Skills & Experience:
- Exceptional Organizational Skills: The ability to manage multiple, diverse tasks and responsibilities (administrative, HR, finance, events, projects) with a high degree of precision and accuracy.
- Time Management & Prioritization: Proven ability to manage competing deadlines and prioritize tasks effectively under pressure.
- Attention to Detail: Meticulous in managing records, data entry, and documentation to prevent errors in financial, HR, and project-related tasks.
- Strong Written & Verbal Communication: The ability to draft clear, professional, and concise communications for a variety of audiences, from senior leadership (town halls, skip-level meetings) to new hires (onboarding briefs).
- Discretion & Confidentiality: Absolute trustworthiness and the ability to handle sensitive information (HR records, financial data, performance reviews) with the utmost discretion.
- Problem-Solving & Proactiveness: The ability to anticipate needs and proactively find solutions, rather than waiting for instructions.
- Relationship Management: Strong interpersonal skills to build rapport and collaborate effectively with a wide range of stakeholders, including employees, vendors, and cross-functional teams.
- Basic Project Coordination Skills: Foundational skills in project management, including the ability to create and track project timelines, manage task lists, and provide status updates.
