Administrative Associate

Job content

We’re JTI, Japan Tobacco International and we believe in freedom. We think that the possibilities are limitless when you’re free to choose. In fact, we’ve spent the last 20 years innovating, creating new and better products for our consumers to choose from. It’s how we’ve grown to be present in 130 countries.

But our business isn’t just business. Our business is our people. Their talent. Their potential. We believe when they’re free to be themselves, grow, travel and develop, amazing things can happen for our business.

That’s why our employees, from around the world, choose to be a part of JTI. It’s why 9 out of 10 would recommend us to a friend. And why we’ve been awarded Global Top Employer status, six years running.

So when you’re ready to choose a career you’ll love, in a company you’ll love, feel free to #JoinTheIdea.

Learn more jti.com

Location Søborg, Denmark

Reporting to Country Manager Denmark

What will you do?

Office and facilities management

• Proactively ensure effective running of the JTI Denmark office, in order to provide a professional, positive and safe work environment for employees and visitors.
• Ensure that all services by third-party suppliers are performed in line with company expectations and according to the contracts in place, including but not limited to office and parking leasing, cleaning and waste disposal service, construction and maintenance activities; Convenience (or similar) service; office supplies (stationery, fruit, coffee, etc.), smoking cabin, etc.
• Implement office activities and celebrations, such as Summer Picnic and Christmas Dinners.
• Ensure that office spaces such as a kitchen (including coffee machines), printer rooms, conference rooms, are maintained and kept presentable at all times.
• Communicate about all office-related activities/projects/updates to the organization in a proactive and engaging manner.
• Identify areas for enhancement in the office and make proposals to P&C Business Partner & Country Manager Denmark for approval.
• Drive vendor selection/review process in cooperation with Procurement team (PPO) to ensure high quality and cost-efficiency.
• First point of contact for our Reception and Office building Manager in inquiries and questions related to JTI Denmark.
  

General administration and communication

• Complete office-related arrangements for new/departing employees in a timely manner (workspace, table, entrance tag, parking space, mail tray, etc.). Manage check-in/check-out process for new/leaving employees.
• Conduct an office-related induction for new employees, including evacuation routes.
• Provide administrative support to training activities (arranging room logistics before and during the training day, sending invitations, preparing materials).
• Maintain JTI Denmark distribution list for Office employees and SalesForce, including adding and removing participants.
• Provide assistance to the Country Manager, when needed, to ensure the administrative processes are completed timely and efficiently.
  

Office budget, PO processes

• Plan, administrate and control the office budget, including managing service providers, coordinating the activities of consultants and contractors on-site to ensure high quality and continuity of service at all times.
• Responsible for the PO/GR administrative process for all functions in JTI Denmark. Ensure that all costs, as well as accruals, are timely and correctly reflected. Ensure timely and accurate administration of Purchase Requests and Goods Receipts.
  

Administrative support to the Management Team

• Proactively and efficiently support the team with ad hoc tasks such as preparation of presentations, third-party vendor communication and other administrative duties upon request from the team to ensure business continuity.
• Provide assistance to the entire JTI Denmark team on administrative tasks i.e. Contract Management, Meeting & Events booking and catering, etc.
  

EHS, work environment and wellbeing

• Support P&C Business Partner in EHS, work environment and wellbeing activities across JTI Denmark. Ensure full compliance and adherence to relevant work environment legislation and obligations.
• Complete EHS reporting (quarterly reports, EHS sections of AP/SP process, IMM incident reporting) and implement new EHS initiatives as directed by region/global functions.
• Maintain relationships with external occupational health and wellbeing providers, ensure a wide range of services for both office and field-based employees and ensure timely and high-quality delivery of services. Ensure timely communication to all employees regarding wellbeing activities.
  

Who are we looking for?

• Minimum Graduated Office Trainee.
• Ideally 2 years of experience within a similar position within Administration and/or HR.
• Experience from working in an international environment is preferable.
• Fluent in Danish and excellent language skills in English (oral and written).
• Excellent skills in Microsoft Office.
• Experience in using SAP is preferable.
• Basic financial skills.
• Precise and attentive to details.
• Strong communication skills and problem-solving attitude, service orientation.