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Travel Office Administrator

4 months ago

Grove, United Kingdom Williams Full time

The company:

Williams’ core competencies are the design and development of racing cars to compete in the Formula One World Championship. As one of the world's leading Formula One teams, the company has secured 16 FIA Formula One World Championship titles since its foundation in 1977 and is now moving into an exciting era under new ownership defined by relentless innovation and living sustainable performance in every dimension.

We have an exciting opportunity for a Travel Office Administrator to join our team. This is a varied and interesting role where you will play a pivotal role in providing high-level admin support to the Travel Office Manager and Williams Racing Team Operations by carrying out clerical tasks and projects. This role involves a combination of admin, communication, and organisational tasks to ensure the smooth and efficient running of the Company Business and Race Team Travel.

As the Travel Office Administrator, your key responsibilities will be:

Assist the wider team with booking of travel, and administration duties for Finance, Procurement and HR.

Liaise with rental car companies, hotels and taxi companies in order to ensure organisation of travel has been completed.

Liaise with Embassies for submission and completion of Visa applications, this can include travelling to and from London to submit passports.

Assist Travel Coordinators with cross referencing flight, transport and hotel Lists as well as complete Itineraries.

Assist in keeping all Traveller data such as passports, driving licences up to date.

Assist with Post Event invoicing and Travel Office credit card reconciliation on Concur.

Liaise with hotels, Travel Places and other suppliers to make sure that all invoices are submitted to Finance on time.

Prepare monthly Spreadsheets, Information for the Finance and HR department.

Raising requisitions in D365.

Assist Travel office Manager with tracking Budgets.

Assist Travel Co-Ordinators with importing Travel data onto the Travel App platform such as flights, accommodation, transfers, etc.

Prepare and manage from time-to-time Surveys for the travel office.

We are looking for a Travel Office Administrator with the following experience and skills:

Previous admin experience in the travel industry, finance or other business administration is essential.

Previous experience working in a fast-paced environment, with the ability to prioritise workload and multitask.

Being able to work independently, with a strong attention to detail and proactive approach to complete tasks.

Strong communication skills, and the ability to liaise with stakeholders both internally and externally.

Advanced knowledge of MS office Suite, in particular Outlook, Excel and Word.

Previous experience dealing with invoicing and booking travel for stakeholders.

Strong interpersonal skills with courteousness, tactfulness, and professionalism.

Demonstrate effective time management skills and the ability to manage multiple tasks with changing priorities.

Please note, this is not a travelling role.

What can Williams offer?

The Williams Group is based in multi acre complex located in Grove, Oxfordshire. The Williams Group offers a competitive holiday package, staff events/open days, a subsidised restaurant on site and various car schemes. We have an on-site gym (open 24 hours a day) as well as various fitness classes including outdoors bootcamps, pilates and yoga free for all staff and contractors to use. Aside from these benefits we can offer free onsite parking and large open green spaces to unwind during breaks. We are a based just 30 mins from Oxford City Centre by bus.

Williams is an equal opportunity employer that values diversity and inclusion. We are happy to discuss reasonable job adjustments