PURPOSE OF THE ROLE
Supporting and working from our main office in Derby as part of a small project team who are responsible for delivering the East Anglia Trains. The Administrator will provide administrative support to the Project Director and Project Team.
The role in Derby will grow and expand in content to suit the need of the project and small team – the role will not be limited to the stated responsibilities, new areas of project admin/support will be added as the role evolves.
•Raising & tracking POs for office stationery, IT equipment/phones, external catering, PPE, external consultants.Manage invoice queries where applicable.
•Maintenance of annual leave records.
•Offer support for eDocument storage management (SharePoint/Teams) uploads & file creation.
•Post / Courier activities – arrange sending, collection & distribution within team when required.
•Support with large meetings arrangement & co-ordination, including room booking, catering orders, meeting room set up and taking minutes where requested.
•Management of Meeting Room Booking Sheet and maintenance of facilities/equipment.
•Raise Prime and AAT requests.
•Assist with email / diary management for the Project Director.
•Meet and greet visitors / customers at Reception, delivering safety briefing in line with site procedures.
•Communicate and liaise with the Senior Management Executive Assistants.
•Communiticate and liaise with the customer at both Project and Senior Level.
•Prepare presentation material, reports, charts, meeting documentation.
•Ensure new starters are fully equipped with the required access, IT hardware, phones, work wear etc on their first day
•Manage the General Notice Boards and keep it up to date with policies, briefs, notices, PowerPoint presentations etc.
•Arrange travel and accommodation, UK.
•Ensure strict compliance with Travel & Expense & Cost Containment Policies.
•Support the Human Resources policies in administrating the HR aspects of the project
•Provide general support to the Project Director to arrange meetings, organise project events (internal and external) and administer project documentation (inc. customer correspondence) and provide assistance and support for reports and presentations as required, provide administration support to the Project Manager, take Core Project Team meeting minutes on behalf of the Project Manager.
•Be the first contact for Depot Visitors to Bombardier. Provide Inductions to visitors as required. Manage the visitors register.
EXPERIENCE AND QUALIFICATIONS
•Minimum 5 years of working experience in similar role
•Be a self-starter, able to prioritise and manage own time and activities and to relate well to people at all levels.
•Be an effective team worker and create a team ethic that supports team working.
•Must be able to adapt to the requirements of the project and add new skills when requested as project develops and for self-development.
•Display a professional attitude at all times and possess good interpersonal and communications skills
•Capabilities to communicate with all levels of an organization
•Structured, independent and hands-on working approach
•Industry knowledge (transportation, rail) – beneficial not a must
•Working in a multifunctional team
•Excellent skills in Microsoft Office and Lotus Note (preferable with an NVQ/RSA level 3 typing qualification) + willingness and aptitude to learn to use new Information Systems.
•Knowledge and experience using the Bombardier Information Systems (examples: Project Tracking Database, SAP, iCSR, Business Travel database) – advantageous not a must
ABOUT BOMBARDIER TRANSPORTATION
Bombardier Transportation is a global mobility solution provider leading the way with the rail industry’s broadest portfolio. It covers the full spectrum of solutions, ranging from trains to sub-systems and signalling to complete turnkey transport systems, e-mobility technology and data-driven maintenance services. Combining technology and performance with empathy, Bombardier Transportation continuously breaks new ground in sustainable mobility by providing integrated solutions that create substantial benefits for operators, passengers and the environment. Headquartered in Berlin, Germany, Bombardier Transportation employs around 39,850 people and its products and services operate in over 60 countries.