Office Administration Support

Travelex Döviz Ticaret Yetkili Müessese A.Ş

Reports to: AGM / Dotted Line to HRM

Location: Antalya Airport / Türkiye

Business Unit: Retail 

Role purpose

Responsible for providing HR related services, clerical, secretarial as well as administrative support to the Retail team to attend and solve any issue that may arise to ensure that the operations run smoothly. 

Key accountabilities

• Assisting the Retail operation for Recruitment and Onboarding as well as L&D initiatives
• On time completion of staff & contractor Airport passes – new/renewals
• Guidance and follow-up on Health & Safety related operational requirements
• Handling office tasks, such as filing, generating reports and presentations
• Create/Maintain standard and electronic files and records for colleagues
• On time archiving of documents as per data retention and other related policies and SOPs in place
• Manage New joiners on boarding process on time (documents, contract, uniform request/name badge/on boarding guide) /Leavers exit process (scanning all exit documents/cancellation of Airport pass) in alignment with HR
• Managing service contractors and monthly invoices
• Coordinating stationery and supply orders across the locations
• Negotiating with new suppliers for better pricing and periodically reviewing existing supplier pricing (printers/stationeries/training rooms etc.)
• Maintain Asset register along with Facilities/Finance Team
• Coordinating and arranging regular services such as AMC’s for counting machines/printers as required
• Dictate, draft, and distribute minutes of the meetings
• Work as part of the Admin, Operations and Retail team within Türkiye
• Support additional/ad-hoc tasks at request of Management
• Coordinating organization for trainings/meeting, and other events as necessary
• Serve as the privileged partner and support for DE&I Calendar and Colleague Engagement activities

 Key interfaces/ relationshipsAGM/HRM/RSM/Team Managers/Team Leaders/Sales Consultants

• AGM/HRM/RSM/Team Managers/Team Leaders/Sales Consultants
• Support Functions where required 

Role-specific experience and skills

• Follow Guidelines efficiently
• Multitasking capabilities
• Efficient in documentation procedures
• Active problem solving and interpersonal skills
• Thorough knowledge of office methods, procedures and practices
• Fluency in using standard office software packages and internet research abilities
• Ability to learn, interpret independently, and apply a variety of company policies and procedures
• Ability to identify deviations from applicable policies
• Ability to track and compare data
• Excellent oral and written communication skills bothin Turkish and English
• Be a team player

 General experience and personal qualities

Leadership & management

Self-aware, open-minded with a high degree of personal and professional integrity

Commercial acumen

Protect the business by ensuring compliance to procedures, managing risks and escalating where appropriate to protect the reputational integrity of Travelex Ability to adapt to change quickly and brings challenges to resolution within a timely fashion

Strong relationships

The ability to manage strong relationships, developing trust and credibility with customers, partners, peers, teams, internal and external stakeholders

Proactive sharing of best practice to peers and teams for continuous improvement of performance in their area of expertise

Management of change

Able to deal with change efficiently and effectively

Performance and results focus

A strong record of performance delivery in their area of expertise

The ability to analyze issues, develop solutions and influence key decisions, balancing risk with results

Drive customer focus in everything we do to gain and retain high quality customers for the long term success of Travelex (Internal and external relationships)