Senior Administrator London - Derby, United Kingdom - Toyota Motor Europe

Description

Company Information:

TOYOTA is one of the world's largest automobile manufacturers and a leading global corporation. Founded in 1937. Toyota now sells vehicles in 170 countries and employs over people. Based in Brussels, Belgium, and staffed by 2.700 people and more than 60 nationalities, Toyota Motor Europe (TME) handles the wholesale marketing of Toyota and Lexus vehicles, parts & accessories, and manages Toyota's European R&D, manufacturing, and engineering operations.

We are excited to be transforming into a mobility company focusing on bringing even more happiness to our customers through various mobility solutions.

Your team and your responsibilities:

Senior administrator required to help facilitate and support the External Affairs function of Toyota Motor Europe, London Office through a range of administrative, clerical, financial and office management responsibilities.

The External Affairs team is responsible for supporting the manufacturing, sales and marketing, and research and development activities of Toyota in the UK and Europe by devising, coordinating and implementing corporate and government affairs strategies.

Our key audiences are:

UK national, local and regional Government, officials and Parliamentarians; UK corporate media; UK automotive, trade and business bodies; and NGOs and think tanks.

Toyota Motor Europe London Office has 6 members and is divided into two functions:
an External Affairs (EA) function and also a Global Treasury and Investor Relations (GTIR) function. The External Affairs team has currently 4 members.

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(1)


TME London Office Management:

• Act as the daily lead and contact with outside suppliers including maintaining key contact databases, managing the office supply provisions, purchase order preparation; whilst liaising with Accounts Payable team to ensure timely payments of office related rent, rates, service charge and other contracted services etc.
• Act as the lead contact with TME London Office's managing agent for all office related matters (payments, compliance, maintenance, AV & IT matters, meeting room booking and supporting); help maintain a professional image and condition of the office, coordinating and arranging for necessary repairs as maybe required.
• Ensure office health and safety matters are complied with, arranging necessary inspections and complete records as appropriate.
• Management of office supplies, stationary and equipment (letterheads, business cards, copy paper, newspapers, provisions, services, etc.)
• Support with planning and paperwork for Intercompany Transfers (ICTs) as maybe necessary; and act as main link between the London Science Museum and Toyota in Japan in support of Toyota Loom exhibit.
• Support with any other wider office administration tasks as necessary.

(2)


Budget Control and Accounts:

• Responsibility for taking care of team budget planning, monitoring and control.
• To develop and compile monthly budget status reports, including the use of visual data to show budget status during regular monthly meetings with the team. Submit quarterly budget status reports / forecasts to Head Office as appropriate.
• Manage accountancy tasks in Oracle system: invoice processing, submission of expenses reports and budget followup and filing of all expense related details.
• Submit timely payment for supplier invoices and businessrelated expense submissions.

(3)


Team Administrative Duties:

• Support to the External Affairs team to allow for good efficiency of core business activities by providing secretarial and administrative duties.
• Support Head of European Governmental Affairs as required on travel arrangements, expense submission, diary scheduling and other ad hoc tasks.
• Scheduling and coordinating key meetings, agendas, appointments and visits, organising business trips, videoconferences, travel and accommodation arrangements for External Affairs team
• Welcoming External Affairs guests and handling team related matters as required: telephone, mail and document filing, updating key external affairs contact databases as appropriate
• Provide administrative support for key External Affairs events and special projects such as parliamentary dinners, media events, special mobility projects etc.
• Support creation of key reports and presentations following guidelines utilising the different Microsoft O365 tools as necessary
• Support for GTIR invoice processing, expense submissions, recharge, and shared office admin (HR/GDPR/H&S etc).

(4).


Wider Office Reception/ Guest duties:

• Manning of general phone and office intercom, deal with general enquiries
• Greeting visitors, couriers, contractors, etc. and make refreshments and ensure hospitality care of visitors
• Handling Toyota and other VIP visitors' related matters (logistic arrangements for Japanese and European VIPs as maybe necessary)
• Manage booking system for meeting rooms and support team with preparation for meetings

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