Junior Administrative Support
HOTELBEDS
Spain - Mallorca
hace 1 día

Hotelbeds Group is a leading provider of travel solutions which comprises of four specialist business units. The most established business unit is Bedbank -

the No.1 B2B bedbank worldwide and Bedsonline - a leading booking engine used by retail travel agencies worldwide.

  • We also specialise in solutions within Destination Management a luxury travel and cruise port services as well as meeting and incentive solutions company;
  • Transfer and Activity Bank a supplier of transfer routes and destination activities as well as excursions and car rental products and New Ventures a business that offers a variety of solutions to help push boundaries in visa outsourcing and processing, marketing solutions and B2B car rental booking.

    All of Hotelbeds Group business units play an important role in reshaping travel across a diverse range of market segments.

    JOB DESCRIPTION :

    Organize external attendee’s requirements to attend meetings and events in the Head Office : business cards, parking cards, wifi connections, transfers and documentation.

    Contact with new catering companies and manage prices and payment conditions.

    Constant update of the database with new suppliers and offers.

    Review catering invoices and distribute them to the relevant cost center for payment.

    Coordination with the Events Department for visits to new venues : restaurants, conference venues, etc and keep the database updated.

    Support to the Events department in internal, external conferences and fairs, as well as in company events (Christmas party, etc.)

    Coordination with Central Services Department to manage the stock & ordering of water supplies, etc. necessary for all meetings.

    Updates on new work applications and devices : new ideas for videoconferences, speakers, office gadgets, etc.

    Main Responsabilities :

  • Management of the meeting rooms ( Tramuntana, Pollensa & Es Trenc rooms).
  • Supervise technical connections pre- & during meetings. Organize required repairs when needed. Monthly review of all the technical systems of the meeting rooms.
  • Documentation.
  • Stock Management of items such as crockery, office supplies, etc.
  • Videoconference tests and organization with the rest of locations
  • PAs Support Tasks

  • Travel management through the corporate tool, transfers reservation, trains and accommodation bookings.
  • PAs Holiday Replacement giving support to their teams : agendas, trips, meeting rooms and documentation.
  • Management of the Boardpad tool to upload documents to committees and Boards.
  • Managing travel visas for Directors.
  • Requests office material through the corporate tool. Reception of the supplier when the material arrives, storage & stock management.
  • Creating and updating agendas for meetings and committees.
  • Management and monitoring of new employee requests , purchase of material and follow-up of IT and HR processes.
  • Cost control in SAP and Telcommunity.
  • Update of business cards, telephone numbers, etc.
  • Management of JIRA tickets : equipment arrangements, new equipment requests, printers, travel users
  • You will have the opportunity to work for a company that is going through significant change in becoming the world s leading travel services provider.

    We are looking for people that are ready to ride the wave in this exciting journey. As well as an attractive benefits package you will be able to work :

    Within an innovative, engaging and multicultural environment.

    Have the opportunity to build strong and lasting business relationships and friendships from around the world.

    Have the opportunity in developing your career locally or within one of our beautiful working locations across the globe.

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