Tasks:

• Managing online booking tool (OBE): administration user profiles, travel policy, claim management, continuous evaluation of the hotels (searching new options, negotiating new prices, offers, ), continuous improvement
• Processing business trips requests flight ticket, accommodation, transfer to/from airport, rental car, company car, train ticket
• SAP Concur support
• Booking process for apartments for a period up to 6 months – searching for best option for the traveler, issuing contract and invoice for the apartment, keep contact with the owner
• Managing company credit cards for online payments
• Reports for all travel services (weekly, monthly, every time its needed/requested)
• Processing all invoices for the  booked services (Egencia and VIM)

Backup for company fleet management:

• Issuing of sales invoices and contracts for the cars
• Issuing rent bills and contracts (intern or extern)
• Save, process and book car invoices, fuel invoices, invoices for repair from Open Text (SAP)
• Create requisition for fleet needs and track status
• Planon maintenance: add new vehicles, archive sold vehicles
• Ubstack/X Charge: administration and maintenance of the tool for the electric vehicles: adding new users, creating reservations, adding new cards, activation of charging stations
• Vehicle reservations: internal driver service, weekend trips, company car users, expats
• Maintain fleet folders on the X drive: store the scanned documents of the new vehicles, archive sold vehicles, archive sales documents
• Monthly reports: company car provision, mileage evaluation, list of non-activated vehicles
• Quarterly reports: quarterly fleet report
• Semi-Annual Reports: Fuel Consumption
• Scrapping vehicles: Create BANF and process invoice
• License plate number reservations
• Respond to inquiries by email/phone/teems: who drives a vehicle, whether a certain vehicle has been sold, replacement vehicles during repairs, sending of various copies of vehicle documents, changes to vehicle reservations
• E-mail correspondence with executives.

Requirements

• Language: German (B2 or higher), English (B2 or higher)
• Structured, analytical
• Precise working method
• Attention to details
• High reliability
• Flexible
• Extremely well organized and structured
• Ability of communication with all hierarchies
• Excellent knowledge in Excel as well as good knowledge in MS Office Programs
• Good knowledge in SAP Concur or Egencia would be an advantage
• Interest in using and improving IT tools
• Interest in changes
• Proactive for improvements
• Creative for soltution finding
• Professional service-oriented attitude related to the business queries
• Adaptability, resilience and genuine team spirit
• Previous travel arranger experience would be an advantage​