Administrator, Cluster Asia Pacific Real Estate, INGKA Group, Location Korea, Seoul (GwangMyeong)
REAL ESTATE As engaged, open minded and curious experts in all parts of the real estate business we take responsibility for the real estate business at INGKA Group as a trustworthy, appreciated and wanted business partner. We secure new and maintain existing physical locations in order to meet the needs of the many people. We provide strategic insight based on our knowledge and understanding of the real estate portfolio in INGKA. We take the lead in delivering safe, compliant, sustainable and innovative property solutions – with Democratic design and life cycle cost on top of our mind. We actively maintain and secure that our properties are kept in relevant shape for the business.
LEAD, WORK AND ORGANISE The Lead, Work & Organise initiative has resulted in a number of new opportunities, and this role is one of them!
The motivation to eagerly take leadership for own tasks and area of responsibility makes you deliver results within a given framework. You want to contribute to an environment where the IKEA culture is a strong and living reality, which embraces the diversity of co-workers and customers. To lead business and people together comes naturally to you as to be innovative and open to new solutions.
To be successful as an Administrator you have proven experience of working as a first level management assistant. You have excellent abilities to communicate confidently and clear in English, also to deal with sensitive and confidential matters. Multitasking situations with tight deadlines, having the excellent ability to organise and steer projects are skills you handle very well. You have a wonderful people knowledge and work easily with others, you know how to work in multinational environment. You have working experience of Microsoft Office applications and have the analytical skills to go with it.
You have knowledge in following:
Comprehensive knowledge of valid rules and routines connected to assigned work tasks, as well as an understanding of the role in the chain.
Knowledge and experience within the field of administration
Good knowledge of MS office.
You have the ability to achieve results, to reach goals, complete tasks with focus and attention to detail. You perform your work with care and accuracy. You know how to plan, organise, coordinate and direct activities to help achieve business objectives, also the ability to build and maintain a system of strategic business connections. You act honestly in accordance with moral or ethical principal within the IKEA culture and values, which you live and share in your daily work.
ABOUT THE JOB The position as an Administrator support the Real Estate cluster organization towards optimal business performance through organising, co-ordinating and supervising the functional processes in relation to management tasks such as business processes, preparation of strategic documents and functional meetings.
Be a proactive business partner to the Real Estate cluster organization, closely connected to the business, by providing administrative support in relation to management tasks and contribute to a better performance of the business and ultimately a better customer experience
Ensure simple and effective ways of working when organising, co-ordinating and supervising the business processes, such as agendas, meetings, preparation of material, minutes, investment requests, local routines and audit-period, preparation for management board presentations and compiling periodical reports.
Enable speed and quality in the internal communication involving organisational matters being first point of contact, deal with general enquiries and telephone calls from internal and external customers and suppliers within the cluster
Create and maintain cluster office files while practicing company-wide file retention policies and ensure compliance with information security standards
Act as contact and maintain internal agreements in cluster Service offices such as office space, IT support, equipment, supplies. etc.
Support budgeting process for cluster
Assist with preparation of presentation materials
Point of contact for disaster and emergency procedures (Seoul office only), coordinate
Responsible for managing payment system (basware etc.) for projects
Support compliance and audit process by maintaining database, communicating with audit team and providing needed documents
Lead and coordinate Cluster communication duties including social media (e.g. Yammer, webpage), Cluster-wide announcements, newsletters, etc. and coordinate with Corporate Communications for media or government requests if required
Plan and coordinate arrangements for larger meetings, workshops, and visits including venue, transport, accommodation, meals etc. as needed
Organize conference rooms for larger meeting including coordination audio-visual equipment, fika, etc. as needed
Record and distribute minutes of meeting for high level meetings
Coordinate organizing of special functions and social events
Support specific projects activities as directed by Cluster Manager
In this role you will report to the Real Estate Manager, Cluster level.
This role is located in Korea, Seoul (GwangMyeong). The successful candidate will be expected to travel in support cluster activities. The frequency of travel will vary depending on business needs. The role is not open to relocation support.
WANT TO APPLY? We welcome applications from throughout INGKA group. We will prioritise applications from you who fulfil the majority of the requirements.
We appreciate your application as soon as possible, but please no later than 6:00 PM CET 31st March 2019.
The interviews are planned to be held during week 14 and 15 (1st-5th and 8th -12th April). Some interviews may be conducted over SKYPE (if needed to reduce travel). Due to the tight timeline, invitations to interviews will most likely be sent out with short notice and we truly appreciate your cooperation & understanding for this. If your current position is affected (removed) due to the Lead, Work and Organise transformation you will be invited to an interview for at least one of the new roles you apply for.
Please note that you will not receive an instant automatic reply when submitting your application since the applications are processed manually. If you don’t receive a confirmation within three working days from the time you have submitted your application please contact firstname.lastname@example.org
If you have any concerns or questions about the recruitment process please don't hesitate to contact us at the same email address as above.