Administrative Manager

Role title

Administrative Manager, Operations

Grade

11

Reports to (title)

TBD

Version date

September 2024

Business Background

Who are LRQA?

LRQA stands for dedication to clients, market firsts, and deep expertise in risk management. We’ve grown to become a leading global assurance provider, bringing together outstanding expertise in certification, customised assurance, cybersecurity, inspection and training.

While we’re proud of our heritage, it’s who we are today that really matters, because that’s what shapes who we and our clients can become tomorrow. By staying true to our shared values and combining decades of collective experience, we support our clients in building a safer and more sustainable future.

What do we do?

We help our clients negotiate a rapidly changing world, by working with them to manage and mitigate the risks they face. We serve a wide variety of industries, with a core focus on Food & Beverage, Consumer Goods, Transportation & Mobility, Technology & Telco, Construction & Manufacturing, Energy and Renewables and Chemical & Processing.

Our products and services range from independent third-party auditing to certification and training; we also offer consultancy services, real- time assurance technology and data-driven supply chain transformation programs. our innovative end-to- end solutions help our clients shape their own future, rather than letting it shape them.

LRQA currently operates across 51 countries, has more than 2,500 colleagues, generates around £350m in revenue, and supports more than 60,000 clients across a diverse range of sectors and markets.

The next chapter for LRQA

As the preferred assurance partner for our clients, we are relentless in helping them respond to the era of Assurance 4.0.

Our decades of sector expertise in assuring assets and management systems, ensuring product integrity, responsible sourcing, navigating the energy transition and achieving net zero, and strengthening cybersecurity maturity will help them to anticipate, mitigate and manage risk wherever they operate, freeing them to focus on growth.

With solid expertise and heritage in our sector, coupled with well-timed accelerated investment and a leadership team that is fully committed to delivering our vision, LRQA’s next chapter is set to be an exciting, transformational period of growth. We’re well placed to build on everything we’ve done and further our ambitions for the future. At such an exciting time key talent is critical, and this role is a great opportunity to be part of our next chapter.

Role purpose:

The Administrative Manager will be responsible for the overall administration of the region.  

Key Responsibilities:

• Review and approve travel agency estimates for auditors against budgets, minimum gross margins
• Process expense reports for auditors (Staff and Contractors) and invoices in a timely manner. (based on SOP’s)
• Manage entity banking along with global finance team, transferring funds to corporate cards for correct distribution to Auditors
• Bookkeeping of corporate cards expenses
• Organize and maintain electronic filing systems.
• Accounting monthly/annual bookkeeping
• Calculation of monthly estimation for funding to Mexico entity
• Work closely with HR on payroll and benefit matters
• File local tax/social security taxes in local authorities’ systems.
• Process local payments Auditors/vendors.
• Hold 1 of 2 bank tokens
• Food voucher payments (includes creation template for systems processing, process new cards, settlements, etc.)
• Saving fund payments (Process new cards, settlements, etc.)
• Manage Cash in Advance requests and approvals for auditors/special projects
• Order office supplies and coordinate with vendors, as needed
• Provide general administrative support to the executive team as needed.
• Assist with special projects and perform other duties as assigned.

Key health & safety responsibilities:

Eliminate or minimise employee exposure to risks by regularly reviewing the health and safety risk register, applying appropriate controls, communicating results of risk assessments, and ensuring health and safety is considered in the planning and execution of all LRQA activities.

Manage your own, and your team’s, compliance with health and safety rules, instructions, systems and legal requirements to ensure employees are suitably trained and adequate resources are available to work safely.

Number of direct reports

0

Geographic area of impact

United States

Key stakeholders

Finance, Regional Operations Managers, HR

Technical / Professional Qualifications / Requirements:

·       Associate’s Degree; Bachelor’s Degree, preferred, in Business Administration, Finance or related field

·       Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)

·       Excellent verbal and written English communication skills

·       Strong organizational skills with the ability to prioritize and multitask, working in a high volume environment

·       Attention to detail and problem-solving skills.

·       Ability to maintain confidentiality and exercise discretion.

·       Flexible and adaptable to changing priorities in a fast-paced environment.

·       Proactive, resourceful, and able to work independently

·       Strong working knowledge of MS Word, PowerPoint and Excel

Our Values:

Expertise

We value our experience, specialist knowledge, and pioneering history within the industry. But we also never stop looking for ways to learn and improve in the future.

Integrity

We always do what’s right, in the right way and continually measure our actions and their outcomes against rigorous criteria – both those of stakeholders and our own.

Ambition

We are industry leaders because we combine technology and innovation with the expertise of our people. We help our clients be the best they can be, by being the best we can be.

Vision

We support our clients in the present and prepare them for future success, by using our sharp understanding of social, environmental,  technological, and commercial changes to work towards a safer, cleaner, more sustainable future.

Togetherness

We respect the unique skills, expertise and backgrounds of our people and the inclusive culture they create. We believe teamwork and collaboration – internally and with our clients – are the best way to achieve our mutual goals.