About this job

Reporting to the Operations Manager, the role of Senior Administrator will coordinate activities in the Administration team to provide administrative support to our manpower and services staff in the UK, France, Germany, Italy, Netherlands and North Macedonia.

Responsibilities

• Administrative Support
  • Support Senior Managers with daily clerical tasks as required
  • Analysing incoming correspondence and documentation and managing distribution of outgoing correspondence and documentation
  • Reviewing current administrative practices within team and seeking ways to increase efficiencies
  • Create and update information guidelines and processes for the team and review bi-annually
  • Annual assignment of standard work packages in PCM
  • Electronic scanning and filing of all incoming documents
  • Provide reports, presentations, compose correspondence for Operations Manager when required
  • Develop, implement and improve office policies and procedures
  • Other administration tasks as assigned or required
• Reception
  • First point of contact for all matters relating to the Noordwijk office
  • Coordinating reception duties within the team in conjunction with the Operations manager
  • Ensuring meeting rooms in SBIC office are cleared and prepared for each meeting
  • Ensuring the office remains a secure site with awareness of staff and visitors on site
• Support to Workforce Solutions Services
  • Checking and verifying monthly timesheets for submission to Client(s) and Finance within tight deadlines
  • Point of contact and local ‘expert’ on TEC timesheet submissions and Launch Campaigns
  • Resolving any timesheet discrepancies with employees and the client
  • Support to Sapienza personnel for business travel arrangements and subsequent expenses
  • MCR submissions to Client within tight deadlines including end of year reporting
  • Point of contact for access to ESA TS in ESA-P
  • Filing and Distribution of documents from EFC2 Library Portal
• Support to Commercial & HR
  • Ensure all timesheets for B2B are completed and submitted on time
  • Provide monthly timesheets to HR for Italy, France and Germany within the required timeframe
  • Prepare Vetting and RVF applications

Profile

Experience, Skills and Aptitudes

• Proven work experience as a Senior Administrative Assistant
• In-depth understanding of office management and daily operations
• Good work ethic with focus on accuracy and reliability
• Ability to work to tight deadlines and prioritise workload
• Experience with the registration of documentation
• Fluent in English, written and spoken.
• Excellent telephone manner
• Ability to work in a team
• Self-motivated
• Excellent Microsoft Office suite skills
• Good communications skills and flexibility are key for this position
• Knowledge of another European language an advantage, preferably Dutch
• Willing to undergo security clearance procedures

Qualifications

• University education
• 5 + years’ experience in similar role
• Eligible to work and travel within the EU