Administrator General Services (m/f/d)

TASKS:

Travel Area:

• Register new profiles on the travel tool.
•  Management of modifications in profiles due to a change of department or changes of approvers. 
• Bookings for external employees and staff with errors in the tool.
•  Redirection of approvals.
•  Approvals during assistants or approvers’ holidays.
•  Support with trip approvals pending.
•  Support and solve travel tool errors, checking hotel parametrization and the upload of the negotiated rates
•  Dialogue between company and travel agency, administrative procedures (updating of employees´ weekly list, creating the negotiated rates list with hotels and other suppliers to be sent to the travel agency).
•  Processing of claims with different suppliers.
•  Search for options, organization, and support in the new employees ‘bookings affected on the cancelations of their flights due to strikes/extreme weather conditions....
•  Negotation with suppliers looking for beter negotiated rates.
•  Book trips on internet (Booking, Agoda, Expedia…) when the agency does not offer alternatives, or they are very expensive.
•  Book low-cost flights because the travel agency does not book them.
•  Support in doubts related to the travel tool, flights, hotels and travel policy.
•  Monthly reports of the volume of travel expenses.
•  Check of flights and hotel booking excess in the travel tool for greater savings.
•  Check and redaction of the Travel Policy for its improvement. 
•  Information and control for compliance of the Travel Policy.
•  Review and offer of options in over-cost bookings on flights, hotels, etc.
• Check the Travel agency invoices.
•  Dialogue between the company and the different suppliers (Diners BTA, rent a car companies, airlines, hotel chains) for the resolution of incidents.
•  Support in doubts and problems related to trips in Nordex global group (rent a car and travel agency tenders, hotel chain agreements, reservations for foreign staff travelling to Spain, expatriates...).
•  Monthly reports of the expenses made with the corporate travel card used in the bookings for justification to the financial department.
•  Support in the booking of groups or workshops with the different suppliers.
•  SUPPORT 24/7 for any urgency related to trips.

Housing:

• Search for apartments for the employees destinated to national projects.
• Search for accommodation for international projects, through Airbnb, Booking.com or local suppliers and management of monthly renovations in apartments paid by credit card.
• Negotiation and check of contracts with suppliers and all the administrative management involved (collection of signatures, control, archiving...).
• Housing management: information on changes in the employees accommodated, request for cleanings before the new tenants.
• Review and send invoices monthly to the finance department for their payment.
• Control and claim of deposits.
• Control and inform about the compliance of the housing policy.
• Search for apartments for employees posted to Pamplona from the European Division, LATAM, India.....

Fleet of the Nordex Spain Cars:

• Vehicle fleet management, new contracts, renewals, reassignments, etc…
• Search for new brand deals.
• Processing of fuel and highway cards and tokens for electric recharging.
• Fine Management

New travel agency and travel tool project:

• Suport in the new travel agency and travel tool project.

Other tasks:

• Registration of new suppliers in SAP.
• Look for special agreements in travel area for employees.
• Sustainability Reports

REQUIREMENTS:

• Education in Tourism o similar studies, like administrative ones.
• At least, three years of experience in a similar position: managed contracts of cars and acommodations, make reservations, solve incidences, cost controlling of trips...
• Medium English Level
• Experience with travel informatic programmes:AMADEUS, CYTRIC, TRIPCARE...

Nordex adheres to a policy of equal employment opportunity. All employment decisions are made without regard to religion, age, sex, color, national origin, handicap, or other protected class and are in full compliance with all federal and state laws. Severely disabled applicants and applicants of equal status will be given special consideration in the event of equal suitability. In principle, employment is also possible on a part-time basis.