ADMINISTRATION EXECUTIVE

BAT is evolving at pace - truly like no other organisation.

To achieve the ambition, we have set for ourselves, we are looking for colleagues who are ready to live our ethos every day. Come be a part of this journey!

BAT POLAND IS LOOKING FOR AN ADMINISTRATION EXECUTIVE

SENIORITY LEVEL: Junior Management Level

FUNCTION: Facilities

SALARY RANGE: competitive salary + excellent benefits + market leading bonus

LOCATION: Warsaw, Poland

ROLE POSITIONING AND OBJECTIVES
The Administration Executive manages various administrative operations including finance processes, vendor creation, and travel policies while acting as the SPOC for IT, Finance, Procurement, and HR. They also oversee social fund management, facilities, ensuring smooth office operations and effective internal communications.

Reports to: Facilities Manager

Reporting Level: 1-2 direct reports

Geographic Scope: Local

WHAT YOU WILL BE ACCOUNTABLE FOR

Admin Operations Management:

• Act as the single point of contact for IT, Finance, Procurement, and HR processes.
• Oversee admin processes, P2P, vendor creation, T&E policy, contracts, FM budget, Corporate Card Amex Program, and recognition program.

Finance Cooperation:

• Manage finance processes like asset creation, urgent payments, downpayments, PRFs, and credit notes.
• Resolve tax issues and collaborate with AP and banking operations for timely payments.

Social Fund Management:

• Oversee the legal and HR aspects of the Social Fund, and update regulations and materials.
• Organize quarterly meetings and analyze benefits.

General Managers Executive Assistant (GMs EA):

• Manage the GMs calendar, expense claims, and business travel.

Project Management:

• Ensure smooth facilities management and handle change communications for office projects.
• Implement and handle employee celebration programs and internal communications.

Other Responsibilities:

• Lead onboarding and offboarding sessions.
• Coordinate events, meetings, and office logistics; provide weekly admin updates.

ESSENTIAL EXPERIENCE, SKILLS AND KNOWLEDGE

• Confirmed experience of at least 2 years in administrative matters;
• English & Polish language proficiency
• SAP base knowledge
• Excellent organizational skills with the ability to adapt to change quickly and multi-task assignments.
• Excellent inter-personal skills and collaborative approach.
• Learns, understands and follows Company policies and procedures.
• Shown understanding of Microsoft applications (Word, PowerPoint, Excel).
• Strong problem analysis and problem-solving skills

BENEFICIAL

• Concur base knowledge
• Experience in owning end to end processes

WE ARE BAT

At BAT we are committed to our Purpose of creating A Better Tomorrow. This is what drives our people and our passion for innovation. See what is possible for you at BAT.

• Global Top Employer with 53,000 BAT people across more than 180 markets
• Brands sold in over 200 markets, made in 44 factories in 42 countries
• Newly established Tech Hubs building world-class capabilities for innovation in 4 strategic locations
• Diversity leader in the Financial Times and International Women’s Day Best Practice winner
• Seal Award winner – one of 50 most sustainable companies

BELONGING, ACHIEVING, TOGETHER

Collaboration, diversity and teamwork underpin everything we do here at BAT. We know that collaborating with colleagues from different backgrounds is what makes us stronger and best prepared to meet our business goals. Come bring your difference!