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Position Information
Head of Administrative and Corporate Travel Department
Company: Freedom24
Description: Position imported from external system
Responsibilities: <ol><li><strong>Administrative Services</strong></li></ol><p><em>– </em>Organize and supervise the work of the Secretariat and Reception teams;<br>– Ensure execution of administrative support tasks, document flow, and guest reception;<br>– Manage employee onboarding, training, and continuous development within the department;<br>– Set, track, and report on KPIs and SLAs; provide performance reviews and feedback;<br>– Oversee internal and external communication processes related to administrative services;<br>– Ensure adherence to corporate communication standards, etiquette, and GDPR requirements;<br>– Maintain high-quality service for visitors, guests, and internal stakeholders;<br>– Coordinate cross-functional activities with HR, Legal, Finance, IT, and Travel departments;<br>– Identify areas for improvement, drive process optimization and digitalization initiatives;<br>– Support organization of internal events, employee engagement initiatives, and corporate gatherings.<br></p><ol><li><strong>Business Travel Management</strong></li></ol><p><em>– </em>Full operational management of the company’s travel, transportation, and mobility services;<br>– Ownership of travel and mobility budget, including safety and compliance-related costs;<br>–Implementation and control of corporate travel, transportation, and fleet safety standards according to EU legislation;<br>– Continuous improvement of internal processes, ensuring alignment with EU and local Health & Safety requirements;<br>– Management of duty of care responsibilities for all employees on business trips, including risk prevention, emergency handling, and post-trip follow-up.<br></p><ol><li><strong>Health & Safety Management</strong></li></ol><p><em>– </em>Full ownership and accountability for the company’s Health & Safety (H&S) management framework;<br>– Ensure that occupational health, employee safety, and compliance with applicable local, EU, and international H&S regulations are consistently embedded into all relevant company processes and operations;<br>– Act as the primary owner of the Health & Safety function, driving company-wide initiatives, policies, and controls to maintain a safe, healthy, and secure working environment;<br>– Lead the implementation of risk prevention measures, incident management, and safety awareness programs, ensuring company-wide alignment with ISO 45001, GRI 403, and EU Health & Safety best practices;<br>– Ensure that Health & Safety practices are fully integrated with corporate governance, sustainability (ESG Social pillar), and enterprise risk management frameworks.</p>
Requirements: <ol><li><strong>Experience & Background:</strong></li></ol><p>– 5+ years of experience in administrative services, corporate travel, or H&S management, including at least 2 years in a team lead role;<br>– Proven track record in managing reception/secretariat teams, travel coordination, and internal service operations;<br>– Experience working in an international environment with cross-functional collaboration.<br></p><ol><li><strong>Skills & Knowledge:</strong></li></ol><p>– Strong knowledge of EU travel regulations, duty of care principles, and H&S standards (e.g. ISO 45001, GRI 403);<br>– Hands-on experience with travel booking tools and vendor management;<br>– Solid understanding of GDPR and corporate communication protocols;<br>– Confident in setting KPIs/SLAs, performance monitoring, and reporting;<br>– Fluent English (B2+/C1); Polish or other European languages are a plus;<br>– Proficiency in MS Office and administrative platforms.<br></p><ol><li><strong>Soft Skills:</strong></li></ol><p>– Highly organized, service-oriented, and solution-driven;<br>– Strong leadership, coaching, and communication abilities;<br>– Comfortable working under pressure and managing multiple priorities.</p>