Job description
Position Title: GBS Coordinator
Position Location: Hershey, PA
Summary:
Reports to the VP Global Business Services and is responsible for managing administrative functions of GBS and executing generic activities across GBS to help with smooth running of the function.
This position requires excellence in planning and organization, working independently in a rapidly changing environment as GBS expands its services. Attention to detail is essential in being able to deliver the responsibilities, working with a cross-functional, global team. This position also interacts and communicates with business stakeholders across the company, develops very good understanding of processes responsible for and ensures continuous improvement as needed.
Major Duties/Responsibilities:
Time %
Summary of major duties:
1.
50%
GBS Service Delivery:
- Assist with Customer Engagement Model by working closely with all GBS Leadership as it relates to
- GBS stakeholder satisfaction surveys and feedback
- Ensure GBS participation in cross-functional LT meetings and townhalls
- Schedule recurring staff presentations with stakeholder teams
- Serve as a focal point for training curriculum for GBS teams
- Track completion of training by required participants
- Resolve training issues
- Coordinate and facilitate the following
- Update functional team’s responsibilities, team contacts and general team information for 600+ GBS team members
- Timely and accurate updates for GBS org changes which happen quite frequently, work routings, and intakes for the global team
- New employee on-boarding (GBS continuously hires across the globe)
- Manage new employee orientation needs on behalf of the hiring manager prior to the start date – user-id, access, equipment, facilities, application access
- GBS specific training materials and on-boarding timeline is adhered to, to ensure the new employees are productive
- Technology Support
- Technology license payments, updates and migration for site upgrades
- Maintain SharePoint sites for different GBS teams
- Setup SharePoint sites as needed for GBS internal use
- Learn to develop workflow solutions primarily using SharePoint to cater to tracking needs of GBS teams
1.
15%
Process Activities:
- Execute record retentions for Hershey-based sites, working with internal teams and third party. Assure records are stored and destroyed based on Company policy. Coordinate with legal on identifying files on legal hold.
- Support US RTR team on process steps that require process acumen but not accounting expertise. Specific examples include Sales & Use Tax Admin, Unclaimed Funds Admin and Misc Deposits Processing.
- Plan and execute changes with US facilities for all GBS-related activity.
- Coordinate all GBS communications (newsletters, townhalls, QTE)
3.
35%
Administrative activities:
- Set up meetings, townhalls, agendas, upload documents, interact with other admin for meeting set up
- Make travel arrangements especially for international travel which can be complex and for a number of people
- Coordinate all GBS communications – newsletters, townhalls, performance calibration, employee engagement
- Event coordination of townhalls across the globe for GBS
- Cater to all facilities related needs of GBS US team
- Put in requests / processing for GBS purchases
Minimal knowledge, skills and abilities required to successfully perform major duties/responsibilities:
- Excellent communication, organizational and attention to detail skills
- Demonstrated experience in multi-tasking and juggling multiple priorities efficiently
- Ability to handle confidential and proprietary information using excellent discretion and judgment
- Demonstrated expertise in MS-Office tools; familiarity with SAP and other Hershey solutions
- Critical thinking skills with an aptitude for process improvement
- Data analyses and administrative proficiency
- Must be able to work independently as well in a team environment
- Excellent knowledge of departmental procedures
Education:
- Minimum of 5 - 6 years experience as a team member in a business function
- High School diploma required
- Associate or Bachelor’s Degree preferred
Experience:
- MS-office tools and general technology (e.g. Social Media) savvy
- Strong attention to detail and timelines
- Ability to question inputs and help others adhere to process guidelines
- Openness to continuous learning as specific tasks are added and changed
- Thinker and planner – able to see potential issues and requirements ahead of time, plan and execute them.
- Strong team builder, change agent, motivator, self-starter
- Go-getter, aptitude to learn and ambitious to grow in career
#LI-CM2
Nearest Major Market: Harrisburg
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