Beschreibung
Sr Administrative AssistantJob Responsibilities:
- General Administration
- Provide general administrative support to the team
- Assist with planning and organizing internal and external business meetings, events and workshops
- Invoice Process
- Review and validate incoming invoices
- Process invoices for payment
- Trouble shoot and resolve invoice issues
- Contact suppliers to query/resolve invoice issues
- Liaise with Accounts Payable and Controllers on invoice payment and administrative issues
- Ensure invoice payment deadlines are met
- Assignment of POs and acceptance of invoices in ARIBA
- Purchase Order Process
- Prepare annual and ad hoc PO's
- Manage monthly PO validation process
- ARIBA Vendor Creation
- Manage vendor set ups in ARIBA
- Budget/MRP/MYC support
- Support the annual and mid-year budget process
- Support monthly budget review process and fiscal control
- Contract Administration
- Support contract creation and completion
- Ensure contracts are filed and digitally stored per company guidelines
- Communications
- Support correspondence and communications with suppliers and external 3rd parties
- Liaise with company Communications to prepare Facilities-related news/information for the bi-weekly company Newsletter
- Company Facilities Shared Mailbox
- Monitor the company Facilities Shared Mailbox daily
- Reply to or forward messages to Facilities team members as appropriate
- CompanyFacilitiesWebpage
- Maintain the company Facilities webpage (client-facing) with relevant information, news and notifications concerning Facilities services, personnel, building works, etc
- Ensure the company Facilities webpage is well organized, correct and up to date
- Ensure alignment with company guidelines for webpage design and corporate identity
- Parking Management
- Manage company leased parking spaces
- Manage the company parking process
- Act as primary contact for landlords and parking garage operators concerning company leased parking spaces
- Ensure ongoing optimal supply of parking spaces to satisfy company demand
- Catering
- Support in the cooperation between company catering suppliers and end users, trouble shooting, answering queries and resolving catering issues
- Meeting room bookings
- Support in managing and booking internal rooms for large events
- Support in planning and coordinating Facilities tasks related to large events
- Avoidance of overlaps and double bookings
- Stationery and Printed Matter
- Manage the supply of general office stationery, supplies and Company-branded printed matter (envelopes, letterhead, notepads, etc)
- Monitor supply levels in shared stationery cupboards, printer rooms and meeting rooms
- Reception Back-up Coverage
- Act as back-up for reception when support is needed
Qualifications:
- Commercial education and 3-5 years similar experience
- Experience in the field of facility management preferred
- Excellent communication and organizational skills
- Self-driven and able to work independently
- Structured, detail-oriented, and highly accurate working style
- Capable of delivering tasks in a timely manner even in hectic situations
- Excellent skills in relevant PC tools including MS office, SharePoint and web content management
- German and English language fluency (written and verbal)
- Comfortable operating in an international corporate environment
Sthree Switzerland is acting as an Employment Business in relation to this vacancy.