Administration Assistant

At World Kinect, our employees are the key to our global success. We are industry leaders due to the innumerable talents of our approximately 5000 strong professional team. Our people thrive in an entrepreneurial and culturally-diverse environment, where innovative thinking, collaboration and efficient execution are highly valued. Our high-performance culture is what allows us to drive sustained growth. Stronger together, we promote an environment where individuals can thrive.

World Kinect Corporation (NYSE: WKC) is a Fortune 100 company providing aviation, marine and land energy, logistics, and technology solutions to customers and suppliers around the world. Our global team of local professionals delivers innovative products and services at more than 8,000 global locations.

With revenues in excess of $40 billion and over 4,000 employees worldwide, World Kinect Corporation offers its customers a value-added outsource service for supply, quality control, logistical support and price risk management.

https://www.world-kinect.com/

Position Summary:  Assist Gibraltar Gib Oil team with a wide range of admin duties.  

https://giboil.com/

Responsibilities: 

• Manage Corporate training plan and organize ongoing training requirements such as Fist Aid, Fire Marshall training and update training plans & records
• Manage corporate Occupational Health System for all Giboil and ISGL (Into-Plane JV) staff and act as coordination focal point across Land, Marine and Aviation locally
• Manage local relationship and act as coordinator for Giboil pensions with pension provider and ensure correct deductions are up to date liaising with local pensions adviser and payroll services provider
• Deal with the Gibraltar Government ETB (Employment & Training Board) to ensure contracts of employment and recurrent filings are effected as per local legislation
• Dealing with email enquiries and taking minutes
• Diary management and arranging appointments, booking meeting rooms and conference facilities
• General office management such as ordering stationary
• Organizing travel and accommodation for staff and customers
• Arranging both internal and external events
• Maintaining the company social media accounts
• Deal with any HR admin duties on an ad hoc basis
• Providing administration support to Sales Reps, Managers and Senior Management
• Act as the point of contact for visitors to the Company office and create a safe and welcoming environment
• Ensure guests are following all safety protocols
• Support Business Team Management in administrative functions
• Organize and maintain files and databases in a confidential manner
• Assist in presentation preparation such as ppt, excel, word, etc.
• Maintain calendars, schedule appointments, meetings, and reservations
• Receive deliveries; sort and distribute incoming mail
• Maintain and order office supplies
• Receive invoices and review them for accuracy
• Coordinate staff travel arrangements including transportation and accommodations
• Order and maintain office and break room supplies
• Support Management Team with duties such as contract management, event planning, and catering

Job Requirements: 

• Possess at least A Levels certificate, prefer to have 3-5 years of experience working in an ideally similar environment
• Ability to work well under pressure and to prioritise effectively
• Excellent organizational and multi-tasking skills
• Ability to work as part of a wider team
• Candidate must be fluent in English (Verbal and written), advanced Spanish communication (verbal and written) is an advantage
• Proficiency in using MS Excel (capacity to use functions, features and formulas to organize & analyze data)

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