JOB DESCRIPTION

BUSINESS & OFFICE ADMINISTRATOR, IMV, PIVOTAL & THE OUT

London, InMotion Ventures 3 Ltd

ABOUT US

Powered by Jaguar Land Rover, Pivotal is a vehicle subscription company which offers a refreshing alternative to traditional car ownership and leasing. Our mission is to provide access to JLR’s modern luxury vehicles that not only compliments - but enhances - modern life. We are driving freedom.

Pivotal delivers a flexible mobility solution by challenging perceived barriers associated with vehicle ownership. Core to our membership is providing: an easy monthly fee (no big deposit, or depreciation), one all-inclusive cost (including insurance, tax & servicing), and the ability to pause & update your car (when it suits you).

Launched in October 2019, Pivotal has gained fast market traction in the UK and we are now building our team, processes, and systems to facilitate further market growth. We are a key strategic business within InMotion Ventures, an investor and incubator which has strong support from the Commercial and Strategic JLR central organisation. To find out more about Pivotal, you can visit our website: https://www.drivepivotal.com.

ABOUT THE ROLE

An exciting new opportunity has arisen within our company for the role of a Business & Office Administrator.  This role is critical to the smooth running of business operations and requires a great level of flexibility. 

The successful candidate will need to multi-task and be highly organised, to balance a regularly changing workload and will lead all business administration activities for Pivotal, whilst also supporting the Managing Director with all personal assistant tasks.

To excel in this role, you will have the ability to deliver quality and consistency in a complex and highly demanding environment. 

This role will be mainly based from our office in central London  (Old Street - 3 days per week), but with the opportunity to work from home on occasion.

Requirements

KEY ACCOUNTABILITES AND RESPONSIBILITIES

Pivotal & THE OUT:

• Provide administrative support to operational teams and tasks.
• Manage all of the incoming and outgoing post for the business operations, including digitising and uploading documents online within time sensitive deadlines.
• Act as the primary clerical support for all internal teams.
• Provide administrative support to functional management teams where necessary, in the collation of data for reporting purposes.
• Create, edit, deploy, and govern an overall file/documentation management approach.
• Accurate dispatching of information as required via external courier.
• Input accurate data entry onto the in-house information system.
• Proactively assisting with administrative tasks, e.g. billing, invoice fines, DVLA documentation etc.
• Drafting letters other communications and documents.
• Assist in the coordination of team events/meetings.
• Support our additional businesses on an ad hoc basis with process improvement and to proactively look for implementing synergies with their document management system.
• For the personal assistant part of the job role, you will have sole responsibility of the Directors’ time, prioritising key business activity, liaising with their first line, management and preparation of paperwork and follow up of actions, delivery on time and on quality of all tasks assigned to the Director.  Other associated tasks will include diary management, supporting travel arrangements, visas, and supporting documentation, expenses support and arrange team meetings.
• Undertake any other work as directed by their line manager in connection with their job as may be requested.

Office Support:

• Manage office food shopping and maintain stock levels.
• Process and monitor stationery orders to ensure supplies are available.
• Collaborate with internal stakeholders to support key communications across the office and organisation.
• Conduct office inductions for new starters, including Health & Safety briefings.
• Work with HR and Compliance to ensure all Health & Safety requirements are completed and documented.
• Coordinate with HR and the building team for issuing and managing building and office access cards.
• Handle all incoming and outgoing post for IMV and distribute accordingly.
• Dotted line relationship with the IMV Shared Services team to co-ordinate and deliver ad hoc support activities 

PERSONAL PROFILE

• An individual with the ability to prioritise their workload.
• An effective team player who supports team members.
• Resilient and enthusiastic, an individual able to deliver results under pressure.
• An excellent problem solver.
• Detail orientated with good organisational skills.

ESSENTIAL SKILLS & EXPERIENCE

• Strong IT skills, with an aptitude for new systems, to include MS Office Suite (Excel, Word and PowerPoint etc), as well as Google and Salesforce (Desirable).
• Excellent communication skills (fluent in English, both written and verbal)
• A strong track record in document organisation and management.
• Agile and flexible approach to change, adapting to last minute business priorities.
• A positive and proactive approach, always looking ahead and ability to see beyond the short-term immediate tasks, providing recommendations and suggestions, looking at the bigger picture.

Benefits

WHAT WE OFFER

• Permanent Employment with IMV 3 ltd.
• Hybrid Working Environment
• 25 days annual leave plus bank holidays
• An extra day off per year for your birthday
• 2 additional discretionary days off to be used for volunteer work.
• Competitive Salary with Discretionary bonus scheme
• Group Life Assurance at 4X salary
• Be part of a fantastic growing team passionate about revolutionising the way our customers drive Jaguar Land Rover cars

 By applying to this position, you agree to allow InMotion Ventures Ltd (Abbey Road, Coventry, CV3 4LF, [email protected]) to collect, store and process your resume, contact details and any other personal data that you submit. If InMotion is providing recruitment services to a third-party, you also extend this permission to our end client.

We will process this data for recruitment purposes only. The data will be stored in our Applicant Tracking System, (which stores data in the U.S and is fully compliant with EU data protection laws), and we will not share it with anyone else.

We would like to keep this data until our open role is filled and may choose to keep it in our database for future roles for up to 12 months.

Here’s a link to our privacy policy. In this policy, you will find information about our compliance with GDPR (data protection law.) You can find how to send us a request to let you access your data that we have collected, request us to delete your data, correct any inaccuracies or restrict our processing of your data. You also have the right to lodge a complaint about the way we handle your data. If you have not heard back from us within 3 weeks, please assume your application has been unsuccessful.