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Business Support Coordinator / Administrative Assistant

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Mobility Business Coordinator

The Role supports overall objectives by performing a variety of administrative activities to support the processes and programs. The Business Coordinator’s primary work is to support the processing part of Relocation, typically international relocations. Beside that the role is not dependent on the department manager; rather, he/she typically works independently on duties which may include department projects, compiling and analyzing data, creating reports, providing information and tracking/control of processes, budgets, projects and activities.
Working Relationships

Activities:
MOBILITY ADMINISTRATION:
• Coordinate all aspects of each case including, but not limited to: file creation, file updates, approval process for assignments, document signature process, visa Paperwork, approved documents on file, payroll documents etc.
• Create relevant assignment documents (Addendum, Leave, visa (when relevant) in accordance with global guidelines.
• Coordinate, as designated for local HR, all practical and compliance-related actions (such as: tax, legal, payroll) for a variety of assignment set-ups.
• Initiate services with Relocation Service provider and maintain the global Mobility Administration system for each case.
• Ensure all documentation from vendors, e.g. tax equalization letters are handled.

BUDGET HANDLING
• Track and coordinate cost as well as prepare accruals, follow up that all expenses has been received and handled.
• Review weekly billing statements from Relocation Services provider, handle it for changes, follow up with errors and requested changes in billing, submit through AP and follow up with Accounts Payable on processing.
• Receive invoices, code and submit through the NICE system to the appropriate cost center for approval and payment.
• Support that proper tax procedures are followed; support the year-end tax gross-ups process with Relocation Services provider and NNI payroll services.

INTERNAL SUPPORT
• Coordinate and support all Mobility Events e.g. Lunch and Learn, Pharma Roundtable, Vendor meetings.
• Responsible for handling and maintaining Outlook case handling system; e.g. monitor inboxes, ensure counsellors answers in timely manner, update folders and tasks.
• Maintain and optimize our reporting system.
• Setup and run all customer surveys and do follow ups.

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