IAG GBS (Global Business Services) is part of International Airlines Group, one of the world’s leading airline groups, with 548 aircraft flying to over 270 destinations, carrying more than 100 million passengers each year.

IAG GBS provides a plug and play platform of scalable, best in class procurement, finance and IT business services to IAG’s operating companies which include Aer Lingus, Avios, British Airways, IAG, IAG Cargo, Iberia, Iberia Express, LEVEL and Vueling.

The company is headquartered in Krakow, and has operations in London, Madrid, Dublin and Chennai.

Ownership of processes in various areas and initiatives to enable excellent working environment with accordance to the company’s policies.  Act as point of contact for other employees supporting other areas in order to achieve business objectives. 

Accountabilities 

• Managing day-to-day office operations as delegated by the Office and Administration Manager. 

• Overseeing the IAGGBS Krakow office to maintain a friendly, safe, and clean environment, including collaboration with the landlord’s maintenance and security teams, cleaning service, and building reception. 

• Providing meeting room booking support, including calendar review, room setup, and refreshments delivery. 

• Handling SAP Ariba (CFS) PO management, including vendor registration, PO creation, GR receipt, invoice processing, and monitoring overdue invoices. 

• Coordinating activities throughout the company to ensure efficiency and compliance with company policies, including visitor registration. 

• Creating and updating records and databases for IAGGBS employees with personnel, financial, and other data, including access card assignments, company devices, office equipment assets, and SIM + mobile assignments. 

• Serving as Park Cash back-office administrator, managing IAGGBS parking spaces and visitor reservations. 

• Acting as the SIGNUM administrator for meeting room and workstation reservations. 

• Serving as SAP Concur back-office administrator, including first point-of-contact support for employees, account validation, travel request validation, and making travel arrangements on behalf of employees, including IPSI MC. 

• Managing IAGGBS Duty Travel, including TAF review, TAF submission to the Take2ETON agency, verifying travel arrangements booked by the agency, and acting as the first point of contact for employees traveling on duty. 

• Performing general secretarial duties, including scanning correspondence to the correct recipients, Screening and redirecting telephone calls and messages. 

• Keeping stock of office supplies and placing weekly orders. 

Experience:

• Minimum of 2 years of Office Administrator (or similar) working experience in multinational organisation.

• Degree in Business Administration or Business Management or equivalent relevant experience  

• Software skills: Windows OS, MS Office (especially Outlook, PowerPoint, Word, Excel). 

• Ability to cope with conflicting priorities. 

• Ability to operate effectively in an environment with tight deadlines. 

• Ability to work with senior levels of management. 

• Maintain customer confidence and protect operations by keeping information confidential. 

• Ability to communicate effectively in a diverse and complex business environment.  

• Good written and verbal communication skills.  

• Fluency in English; fluency in Spanish would be an asset

 What we offer:

• The chance to enjoy a challenging career in an exciting, fast-moving environment in a dynamic industry
• The opportunity to work in a multi-cultural environment with great offices in many locations. We aim to provide all our people with a work/life balance, as well as the many benefits offered by a global organisation, including health insurance, pension and performance bonuses
• We are an equal opportunities employer and all qualified applicants will receive consideration for employment without regard to race, colour, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law