Sr Administrative Assistant

Zürich  ‐ Vor Ort
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Beschreibung

Sr Administrative Assistant

Job 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.
Start
08/2022
Von
Real Staffing
Eingestellt
08.07.2022
Projekt-ID:
2421029
Vertragsart
Freiberuflich
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