Office Administrator & Procurement Support (m/f), Vado Ligure, Liguria, Italy

Company Name
Job Description
Office Administrator & Procurement Support (m/f)-TWMA-ITVL00956397

Description

Bombardier Transportation, a global leader in rail technology, offers the broadest portfolio in the rail industry and delivers innovative products and services that set new standards in sustainable mobility. BOMBARDIER ECO4 technologies built on the four cornerstones of energy, efficiency, economy and ecology conserve energy, protect the environment and help to improve total train performance. Bombardier Transportation is headquartered in Berlin, Germany, and has a very diverse customer base with products or services in more than 60 countries. It has an installed base of over 100,000 vehicles worldwide.

Bombardier Transportation is one of the most important manufacturers of rolling stock in Italy and is involved in some of the countrys most important rail projects; Trenitalias various types of electric locomotives- including the E464 which is the largest single line in the Trenitalia fleet (more than 700 vehicles). The group employs around 800 people in Italy. 600 people are located in Vado Ligure, the plant set up in 1905 where close to 2,000 locomotives have been manufactured to date. 200 people work at its engineering centre in Rome, dedicated to the development of rail control solutions, signalling equipment and rail traffic management systems.

We are currently looking to recruit an Office Administrator & Procurement Support for our Vado Ligure site (m/f):

YOUR ROLE

The Office Administrator is responsible for the smooth running of the Procurement administration, ensuring that the team have the facilities and tools to work effectively with.

The role covers a wide variety of tasks, such as guaranteeing a quality new hire experience, liaison with finance and building administration to address issues and ensure compliance with policy, handling orders, invoices, expenses and post for Procurement, as well as managing regular events such as all hands meetings and engagement activities and working with HR regarding transfer and leaver activity. The role also involved secretarial support to the Head of Procurement & Supply Chain when necessary and support to PMO activities as outlined below.

YOUR TASKS

Office Administration

Ensure office facilities are in good working order and available as required, manage issues and improvements through to resolution with relevant internal and external parties (e.g. maintenance and repairs)

Maintain office supplies, raising orders, checking invoices etc.

Manage telephones, post and general office requests paying attention to cost and efficiency

Manage issues and escalations related to Information Systems

Continuously improve the office environment and processes

Finance /Procurement/Travel

Check all incoming invoices and expenses are correct, allocated and processed in compliance with company policy and Procurement structure

Ensure all events, activities and supplies are ordered according to company policy

Support Procurement managers and Team Leaders in cost effective travel and event management

Support in all phases of budget preparation and tracking

Audit preparation/support

New hires/Staff Movements

Organise new hire induction and onboarding with HR

Support Team Leaders and Managers to complete all required new hire/leaver/transfer actions

PA Support/Events and visitors

Support Head of Procurement with organization of meetings, appointments, presentations, conference/video calls, travel, and general administration

Manage room booking system/ facilities to accommodate events, visitors and local meetings.

Manage external bookings required

Pre-empt and act on requirements for training, visitors and events in Procurement

Carry out occasional translation activities when necessary

Reporting and monitoring/project support

Maintain office records as required for regulatory compliance, time management, etc.

Monitor and report on initiatives and employee related activity, engagement programs, etc.

Provide support for new initiatives, projects and other activity within Procurement as required

Measure, analyze and synthesize key KPIs, such as payments and On Time Delivery

Analyze spend data for Procurement

Supports governance reviews and compliance assessments

Bombardier Transportation, a global leader in rail technology, offers the broadest portfolio in the rail industry and delivers innovative products and services that set new standards in sustainable mobility. BOMBARDIER ECO4 technologies built on the four cornerstones of energy, efficiency, economy and ecology conserve energy, protect the environment and help to improve total train performance. Bombardier Transportation is headquartered in Berlin, Germany, and has a very diverse customer base with products or services in more than 60 countries. It has an installed base of over 100,000 vehicles worldwide.

Bombardier Transportation is one of the most important manufacturers of rolling stock in Italy and is involved in some of the countrys most important rail projects; Trenitalias various types of electric locomotives- including the E464 which is the largest single line in the Trenitalia fleet (more than 700 vehicles). The group employs around 800 people in Italy. 600 people are located in Vado Ligure, the plant set up in 1905 where close to 2,000 locomotives have been manufactured to date. 200 people work at its engineering centre in Rome, dedicated to the development of rail control solutions, signalling equipment and rail traffic management systems.

We are currently looking to recruit an Office Administrator & Procurement Support for our Vado Ligure site (m/f):

YOUR ROLE

The Office Administrator is responsible for the smooth running of the Procurement administration, ensuring that the team have the facilities and tools to work effectively with.

The role covers a wide variety of tasks, such as guaranteeing a quality new hire experience, liaison with finance and building administration to address issues and ensure compliance with policy, handling orders, invoices, expenses and post for Procurement, as well as managing regular events such as all hands meetings and engagement activities and working with HR regarding transfer and leaver activity. The role also involved secretarial support to the Head of Procurement & Supply Chain when necessary and support to PMO activities as outlined below.

YOUR TASKS

Office Administration

Ensure office facilities are in good working order and available as required, manage issues and improvements through to resolution with relevant internal and external parties (e.g. maintenance and repairs)

Maintain office supplies, raising orders, checking invoices etc.

Manage telephones, post and general office requests paying attention to cost and efficiency

Manage issues and escalations related to Information Systems

Continuously improve the office environment and processes

Finance /Procurement/Travel

Check all incoming invoices and expenses are correct, allocated and processed in compliance with company policy and Procurement structure

Ensure all events, activities and supplies are ordered according to company policy

Support Procurement managers and Team Leaders in cost effective travel and event management

Support in all phases of budget preparation and tracking

Audit preparation/support

New hires/Staff Movements

Organise new hire induction and onboarding with HR

Support Team Leaders and Managers to complete all required new hire/leaver/transfer actions

PA Support/Events and visitors

Support Head of Procurement with organization of meetings, appointments, presentations, conference/video calls, travel, and general administration

Manage room booking system/ facilities to accommodate events, visitors and local meetings.

Manage external bookings required

Pre-empt and act on requirements for training, visitors and events in Procurement

Carry out occasional translation activities when necessary

Reporting and monitoring/project support

Maintain office records as required for regulatory compliance, time management, etc.

Monitor and report on initiatives and employee related activity, engagement programs, etc.

Provide support for new initiatives, projects and other activity within Procurement as required

Measure, analyze and synthesize key KPIs, such as payments and On Time Delivery

Analyze spend data for Procurement

Supports governance reviews and compliance assessments

Qualifications

Degree level qualification (preferably Economics or Engineering Management)

Min. 2 years of work experience in similar position, including responsibility for orders, invoices and operational controls

Experience in a fast paced and demanding multinational environment

Experience with Procurement mechanisms is a plus

Excellent Italian and English language skills, any other language is a plus

Strong knowledge of MS Office, especially Excel

Knowledge of an ERP system (e.g. SAP) is an advantage

Ability to understand and analyse numerical data

High level of autonomy, attention to detail and multitasking

Excellent communication and problem solving skills

Are you interested in starting an exciting career at Bombardier Transportation? If so, apply now at www.careers.bombardier.com and start your dynamic career today!

Your ideas move people.

Job: Logistics
Primary Location: IT-LIG-Vado Ligure
Organization: Transportation
Schedule: Full-time
Employee Status: Regular

Job Posting:
04.12.2015, 9:33:18 AM

Unposting Date
Ongoing
Job Code
313402100
Employment Type
Full-Time
Job Location
Vado Ligure, Liguria, Italy
Required Trades
Administrative Support
Required Certifications
N/A
Job Posted Date
2016-08-04
Total Views
188
Total Applications
0