HBX Group is the world's leading technology partner, connecting and empowering the world of travel. We're game-changers, disruptors, the people who bring together local and global brands in accommodation, transport, activities and payments through our network of 300,000 hotels worldwide, 60,000 hard to reach high value clients such as tour operators, travel agents and loyalty schemes across 140 source markets. We are tech-driven, with a customer-first philosophy, and commercial teams whose knowledge and relationships on the ground are second to none. And of course we have an amazing team! Our people, Team HBX Group, are the beating heart of the company who we encourage to 'move fast, dream big and make the difference' every day.
In fact, we believe that it is tech + data + people that truly sets us apart in the market, alongside our 'global approach, local touch' mentality. We're headquartered in Palma, Mallorca and employ around 3,500 people worldwide.
JOB DESCRIPTION:
To ensure the seamless operation of the company by:
- Managing administrative activities.
- Maintaining accurate financial records.
- Managing the Purchasing area
- Managing and carrying out the electronic billing process for Colombian customers in a timely.
- Providing Customer Service on Billing Issues.
- Overseeing and handling Human Resources duties.
All activities are conducted in accordance with company policies, resulting in a well-coordinated and efficient organizational environment.
Accountabilities:
Administrative:
- Ensure Successful Event Coordination: Oversee the logistics of the annual company event, ensuring seamless execution and positive outcomes.
- Maintain Legal Compliance: Update the representative legal information with the Medellín Chamber of Commerce,
ensuring the company's legal standing is current.
- Manage Office Deliveries: Handle and organize all incoming shipments to the Medellín office, ensuring timely and accurate processing.
- Support Legal Documentation: Provide necessary financial and Roiback Colombia documentation to the legal team to meet client requirements effectively.
- Oversee Financial Transactions: Manage the company's debit card to ensure proper and accountable use of financial resources.
- Verify Office Conditions: Conduct monthly inspections of the Medellín office to ensure it is in optimal condition.
- Respond to Organizational Needs: Address and fulfill requests from HBX, ensuring timely and efficient support to the organization.
Billing:
- Account for Revenue Provisions: Ensure accurate accounting of revenue provisions to reflect the company's financial status correctly.
- Execute Monthly Client Billing: Perform monthly billing for clients according to the commercially agreed terms, ensuring accuracy and timeliness.
- Resolve Client Invoice Inquiries: Address and resolve client questions and concerns about received invoices, ensuring client satisfaction and maintaining positive relationship
Purchasing:
- Coordination and scheduling of supplier payments, ensuring timely and accurate financial disbursements through the implementation of efficient systems and process oversight.
- Negotiation and solicitation of quotes for the company's annual event, ensuring the procurement of competitive and cost-effective proposals that meet quality standards and event requirements.
Accounting:
- Maintain precise and timely records of business travel expenses.
- Conduct regular comparisons between reported income and expenses and official records from Colombian tax authorities.
- Address all accounting inquiries from Spain and pertinent reports from the Colombian fiscal auditor.
- Oversee the accuracy and compliance of accounting and administrative tasks outsourced.
- Ensure accurate recording of all company expenses, including invoices and provisions.
Human Resources:
- Manage and submit necessary documentation related to hiring processes.
- Oversee payroll setup, affiliations, and processing of medical leaves, handled by two external companies.
- Supervise functions pertaining to Occupational Health and Safety Management System (SGSST) and coordinate training sessions, conducted by an external company.
- Manage procurement and distribution of clothing allowance vouchers.
- Coordinate and communicate special Christmas schedule.
- Migrate and update information on the company's platforms
- Report bi-weekly payroll updates.
- Provide support and address employee inquiries.
- Review absenteeism permissions.
- Arrange travel for employees awarded the benefit of international travel.
Skills:
- Strong interpersonal and communication skills
- Effective project management and analytical skills
- Comprehensive understanding of risk management
- Prioritize Tasks Effectively
Experience:
- Proven experience in administrative management.
- Extensive experience in accounting and electronic invoicing.
- Strong background in human resources management and system administration.
- Extensive experience in project management
You will have the opportunity to work for a company that is going through significant change in becoming the world´s leading travel services provider. We are looking for people that are ready to ride the wave in this exciting journey.
As well as an attractive benefits package you will be able to work:
- Within an innovative, engaging and multicultural environment.
- Have the opportunity to build strong and lasting business relationships and friendships from around the world.
- Have the opportunity in developing your career locally or within one of our beautiful working locations across the globe.
