People Operations & Business Support Office

Job Purpose Summary

We at Newgen Distribution are now recruiting a People Operations & Business Support Officer 
for our office in central Stockholm. We are looking for a proactive, service-conscious, versatile, and structured person who can shoulder this responsible position. We are looking to you for providing that little extra that is required to improve our employee work experience through applying employment best practices and organizing social activities and initiatives. 
Your duties primarily include working closely with our Chief People Officer, who is based in London, as well as our onsite management (Managing Director, Head of Sales and Logistics Operations Manager) in Stockholm, to provide support when required and to effectively manage your own projects, events and many contact points both within and outside the organization. 
Further responsibilities will include supporting creative projects linked with brand and communications, such as keeping our social media profiles and our website updated and coordinating internal and external events. You also get to be part of a growth journey and the continued development of a successful and fast-paced company with opportunities to travel occasionally to the United Kingdom and Ireland. 
Our ideal candidate should be a strong task driven communicator, with a passion for learning, delivering results and making a positive impact. 
 

Role Responsibilities

We are looking for someone who is solution-oriented, without prestige and who thrives both in being proactive and working in a supporting role. You take initiative, are flexible and can switch between different tasks effectively. We are looking for a person with a positive attitude and lovely personality to welcome to our team. You work structured and carefully and enjoy a social and administrative service. Ideal qualities would include previous experience in a similar position and administration in human resources. 

Operations (a.k.a. Human Resources) 

• Work closely with the People Operations team, based in the United Kingdom and Ireland, to maintain alignment to key projects and best practices. Actively participate and contribute to People Operations team meetings. 
• Put forward ideas and suggestions that will enhance/ improve our policies and processes. 
• Actively encourage feedback and input from employees on how we can provide better services to our people. 
• Employee Relations Actively encourage Employees to avail of the Employee Assistance Program and promote the benefits of wellbeing in the workplace. 
• Support the administration of contracts and offer letters, ensuring accuracy. 
• Promote content within the Employee Handbook to all employees, to ensure understanding. 
• Ensure employee files are kept up to date. 
• Support Managers at investigation meetings, includes taking minutes when necessary. 
• Support Managers with the Performance Management Process and follow up to ensure that plans are being actioned. 
• Actively contribute to People Relations process improvements, to promote best practice and efficiency. 
• Ensure that the Company is complying to Country specific employment legislation. 
• Absence Management Support Managers by making them aware of their team absence levels and to put in place action plans to address persistent problematic absences. 
• Working with managers to ensure that we are managing annual leave, parental, maternity and paternity leave, sickness, medical and other relevant leave types effectively and within statutory guidelines. 
• HR Information Systems Action tickets on the People Relations helpdesk. 
• Maintain Employee Central (Success Factors), setting up new profiles and ensuring that employee details are up to date. Ensuring data accuracy. 
• Learning & Development Support the People Development Manager with administering and monitoring learning development plans. 
• Assist in Exceeding Expectations quarterly reviews. 
• Actively support and promote company values and culture document. 
• Recruitment & onboarding Supporting the Talent Specialists by setting up interviews and participating in interviews, when required. 
• Support the Employee On-boarding process, which includes Induction presentations. 
• Assist in org design/job descriptions discussions. 

Additional Responsibilities

Brand and Communications (a.k.a. Marketing & Internal Communications) Responsibilities 

• Take care of social media, website and other brand and communications activities. 
• Proactively plan and carry out purchases of marketing materials, when required. 
• Plan, organize and implement events, meetings, and trips. 
• Support internal communications activities, working closely with the central team in the UK & Ireland. 
• Ensure that Newgen intranet and communications platform is being kept updated regularly. 

Operations and Sales Support Responsibilities 

• Order Management Register orders and keep customers updated with delivery dates 
• Manage various customer inquiries (eg. tracking, missing products in deliveries etc.) 
• Daily planning and management of business outflows 
• Customer service 
• Rework planning 
• RMA Management Register return orders 
• Manage various customer return inquiries (eg. troubleshooting, missing credit notes for returns etc.) 
• Handle Retailers’ external RMA Portals for Complaints à Exchange and Logiq 
• Back up the whole RMA flow/process 
• Invoice control Verify supplier invoices 
• Sales Support Providing timely and accurate sales administration support, when required by the team. This could include supporting our online store and marketplace listings, as well as other tasks which may be required to support the profitability targets for the team. 

General Support 

• Support key projects, led by the Senior Leadership team, when necessary. Independently run and implement internal projects within the set time frame. 
• Be helpful with varying tasks to smooth out work peaks. 
• Willingness to learn and a proactive ’can do’ approach to work are essential to the success of the role. 

Weekly Reports 

• Submit fortnightly activity and progress report, to capture an update of all open people cases and progress updates on projects. 

This list is not exhaustive but is intended to provide an overview of the current key priorities within the business. Occasionally there may be other tasks required to be performed. Some of these priorities may change over time and therefore flexibility is required. 

Skills & Personal Attributes

• Fluent Swedish and English speaker.  Would be desirable to also have working proficiency of the German language.
• Swedish HR experience, at senior administration level, is required.
• Office Management, with awareness of health and safety best practices is required.
• Excellent communication skills both written and verbal, with the ability to influence people at all levels.
• Creative, flexible, with a proactive approach to problem solving.
• Excellent planning and organising approach, with the ability to balance conflicting deadlines and priorities and attention to details.
• Evidences a collaborative approach and the ability to work well with a broad group of colleagues.
• Highly motivated, deadline focussed with the ability to consistently maintain high level of accuracy.
• Proficient in all MS applications (Word, Excel, PowerPoint). 
• Ideally experience working with HR information systems, such as Success Factors or Workday.
• Ability to grasp technical platforms is essential, i.e. social media and our internal commutations platform.
• BA/BSc degree or work experience equivalent, in human resources, psychology, business, change management or other relevant field would be desirable.

Key Traits