Watford, England, United Kingdom of Great Britain and Northern Ireland
Full Time
11 hours ago
No H1B
Key skills
ServiceNowSAPCommunication
About this role
Role Overview
Own day-to-day PO administration for the department: raising POs, chasing approvals, updating PO trackers, goods receipting (GR), handling invoice queries and resolving discrepancies with Procurement/Finance/Suppliers.
Maintain PO trackers with frequent updates (e.g., twice daily) and proactively escalate urgent POs to ensure timely approval and delivery.
Support new supplier set-up and requests (e.g., via Coupa) and manage related documentation and approvals.
Provide diary management and meeting coordination for senior stakeholders (including booking rooms/desks, managing clashes, ensuring agenda readiness and supporting follow-ups).
Arrange recurring catch-ups (e.g., weekly) and actively manage key forums such as the Creative Excellence Clinic (scheduling, moving meetings when required, securing rooms and attendance).
Coordinate internal and external meetings, including agency meeting requests, ensuring guest passes/parking, meeting rooms and on-site hosting arrangements are in place.
Support department and sub-team forums (e.g., Creative Hub, Creative Production, Consumer Comms, Winner Services, and other Marketing teams) with agendas, minutes/actions, venues, catering and logistics.
Manage team days, all-hands and ad hoc events, including booking meeting space, organising catering and sending relevant team communications.
Book travel for the department (flights, trains, taxis, hotels) and coordinate itinerary changes as needed.
Support expenses processing and prompt monthly submission, tracking and follow-up (including diary prompts for submission deadlines).
Manage catering requests using internal and external suppliers and provide meeting & greeting/hosting support for visitors.
Manage ServiceNow workflows for contractor extensions, leavers, new starters and resource changes.
Coordinate guest accounts and access: maintain trackers, submit re-activation requests when needed and ensure access to relevant SharePoint drives is updated appropriately.
Support onboarding of new starters (practical set-up, access, introductions and day-one readiness).
Prepare and send Euromillions Clearcast substantiation letters on schedule (e.g., Monday and Wednesday mornings).
Process P-card requests for the department and support reporting requests (e.g., GRNI report for Media tracker where required).
Download and distribute required weekly reporting packs (e.g., trading deck distribution on Mondays after 3pm) to agreed stakeholders.
Requirements
Demonstrable experience in a similar administrative/team coordination role, including diary management for senior stakeholders.
Excellent organisational skills, strong attention to detail and the ability to manage multiple priorities and deadlines.
Strong written and verbal communication skills with a confident, professional stakeholder style.
Proficiency with Microsoft Office (Outlook, Word, PowerPoint and Excel).
Comfortable working with financial and procurement processes; experience raising POs and handling invoice queries.
Experience using SAP (including goods receipting/GR) and/or Coupa procurement workflows.
Experience using ServiceNow (or similar ticketing systems) for contractor/onboarding/leaver processes.
Experience supporting marketing, creative production or agency-heavy environments.
Tech Stack
ServiceNow
Benefits
Matched pension contributions up to 8.5%
26 days annual leave + 2 Life Days (and bank holidays)
Single Private Health Cover
Complimentary Private Medical
Income Protection
Flexible Benefits – EV Scheme, Money Coach, Will Writing, Mortgage Advice, Dental and Eye Care Schemes.
Enhanced Family Leave (Maternity, Paternity, Adoption)