PA - Buying Department Coordinator
3 weeks ago
We are seeking an experienced and highly skilled PA to join our Buying department. The ideal candidate will have previous experience of working as a PA and will be highly skilled in coordinating multiple diaries and meetings.
Key Responsibilities- Provide a high level of secretarial/administrative support to Category Directors and the Buying Department.
- Diary Management for Category Directors, including resolving diary clashes and booking meeting rooms.
- Process expense claims, complete fuel forms, and arrange supplier dinners.
- Attend Category Directors team meetings, prepare agendas, and take minutes.
- Provide Category Directors with information prior to meetings, including minutes and supplier briefs.
- Liaise with the Development Kitchen and arrange Exec Board lunches and supplier meetings.
- Collate mail merge information and help facilitate team offsites and socials.
- Collect visitors from reception and provide refreshments for Category Directors supplier meetings.
- Inform Reception of Category Directors visitors.
- Provide ad hoc support and holiday cover for the PA when required.
- Book accommodation and flights for Category Directors and the Buying team, ensuring costs are within budget.
- Arrange all aspects of Trade Show attendance for the Buying team.
- Complete visas for foreign travel when required.
- Raise Purchase Orders and maintain a record of all POs raised.
- Manage the New Starter process and Leaver process.
- Ensure all new starters receive a copy of the GSCOP Code and Policy within one week of joining Iceland and receive GSCOP training within the first month.
- Update Email Groups, Structure, Contact List, and Who Buys What and upload to the intranet.
- Monitor the supplier mailbox daily and co-ordinate departmental meetings.
- Maintain stationery supplies and process orders as required, within budgetary requirements.
- Carry out duties as a Fire Marshall when required.
- Organise Flower deliveries when required.
- Sort post daily.
- Knowledge of Diary Management and good accuracy.
- Proficient in Word, Excel, and PowerPoint.
- Able to communicate to all levels.
- Experience of working within a busy office environment.
- Good attention to detail and ability to prioritise workload.
- Proactive approach in dealing with problems and queries.
- Friendly disposition and flexibility.
- 2 years administration experience.
- Ideally hold an admin/secretary qualification.
- Holds a full, clean driving licence.
- 15% discount in Iceland stores.
- 30% discount at Club Individual Restaurants.
- 33 days holiday (including bank holidays).
- Pension (NEST).
- Free onsite parking.
- Onsite electric car charging ports.
- Subsidised staff restaurant and Costa Coffee.
- Christmas vouchers.
- Refer a Friend Scheme.
- Christmas Savings scheme.
- Discounted dry cleaning.
- Long service awards.
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