The role primarily involves responsibility for all aspects of the delivery of the Car Fleet program for Spain, and responsibility for some specific tasks as part of the team supporting the delivery of the UK Car Fleet program. As well as the local team, the administrator will also work closely with the Country Process owners and/or Country based Fleet SMEs. Responsibilities for Spain Car Fleet:
Deploy designated programs in accordance with IBM policy and relevant corporate guidelines.
Comply with Document of Understanding and meet relevant Service Level Agreements.
Deliver a professional, customer focused service within the expected deadlines
Follow programs thoroughly and ensure that responses to the customers are in a timely and professional manner.
Maintain total satisfactory Business Control posture and retain auditable documentation to show compliance with program rules (eg eligibility, approvals, exceptions etc)
Suggest improvements to procedures and processes that enhance quality and efficiency.
Handle day to day issues, concerns. Bring expertise and knowledge in problem solving, setting up new reporting requirements.
Handling of specific queries and investigations regarding the car programs via the task id or telephone.
Input and maintain correct information into the relevant tools and databases.
Ensure delivery of reconciliation file (and other required inputs) to interested parties and ensure that all payroll cut-offs are met.
Ensure Connections and HR Intranet websites are accurate and up to date.
Act as focal point for leasing company and ensure all car payments are made promptly.
Responsibilities for UK Car Fleet:
Responsible for working with the leasing company to arrange the return of vehicles.
Responsibility for monitoring and deploying cars for availability on reallocation list via wiki site, HR system, Fleet system and spreadsheet with the help of the leasing company.
Manage situations where drivers need to change vehicle before the end of lease due to medical issues.
Manage exception reporting to ensure complete validation of audits and controls.
Keep wiki site up to date and accurate with a focus on the reallocation list.
Action batch updates every quarter as well as unallocating, dehiring and allocating vehicles as required.
Load outsource and acquisition data for employees on to Fleet system, relevant for employees that move out of IBM or integrate to IBM.
Check promotions, prepare and send out letters for changes in car scheme or new joiners to car scheme.
Check new starters on a weekly basis and request for their addition to the Fleet system as appropriate.
Good computer literacy
Strong Excel skills using Microsoft Excel for data entry and analysis
Being able to analyze and interpret data, and make informed decisions
Excellent and effective communication skills and customer service orientated
Able to work to tight deadlines, cope with peak workloads, and maintain high standards under pressure
IBM is committed to creating a diverse environment and is proud to be an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. IBM is also committed to compliance with all fair employment practices regarding citizenship and immigration status.