Administrative Assistant - Construction Projects Department (a)

Administrative Assistant - Construction Projects Department (a)

Workplace Geneva
Activity rate between 80 and 100 %
Start date to be agreed

What awaits you

• Ensure the daily administrative support of the team in charge of construction projects
• Manage the department's email inbox, incoming and outgoing mail as well as current correspondence
• Contact and follow up with internal and external interlocutors in order to gather the necessary information and documents
• Create, organize, update and archive project files in digital and physical formats
• Open, track and close projects in internal tools and client platforms
• Ensure the entry, filing and transmission of documents in accordance with defined processes
• Keep up to date the tracking tables, deadlines and administrative, contractual and financial data of the projects
• Prepare offers, credit requests, contracts and orders intended for suppliers and contractors
• Perform an initial administrative check of contracts, orders and invoices
• Follow the validation circuits of documents and support external partners in their administrative procedures
• Process and follow supplier invoices as well as monthly project invoicing
• Prepare final statements and support the administrative closure of projects
• Manage the supplies, materials and software necessary for the smooth functioning of the team

What you bring

• CFC as a commercial employee or training deemed equivalent
• First experience of 1 to 2 years in an administrative function, ideally in a project management environment
• Knowledge of the construction sector is an asset
• Excellent command of French, both oral and written.
• Basic knowledge of German desired. Knowledge of English is an asset
• Very good command of the Microsoft Office environment, notably Word, Excel, PowerPoint and Outlook
• Knowledge of SAP, InvoiceR, CAFM Archibus or Messerli constitutes a big advantage
• Ease with remote working environments, notably Citrix, appreciated
• Excellent organizational skills and ability to manage several tasks simultaneously
• Sense of priorities, reliability and rigor in the execution of administrative activities
• Proactive approach, ability to anticipate and spirit of initiative
• Autonomy in work, while enjoying team collaboration
• Easy communication, sense of service and ease in interactions with different interlocutors
• Flexibility and ability to maintain a good overview during periods of high activity
• Strong interest in data entry activities and repetitive tasks, control and monitoring requiring precision, consistency and concentration
• Availability to occasionally take on various tasks exceeding the usual administrative scope

Ready for us? We are ready for you.

At ISS Suisse, we ensure every day the smooth functioning and comfort of offices, laboratories, airports, production sites, stations, schools and hospitals. Our more than 14'000 employees create, throughout Switzerland, living spaces in which more than one million people feel good and can thrive daily.

ISS is synonymous with innovation, quality of service and proximity to customers. As a leader in our market, we offer stable jobs, varied development perspectives and a corporate culture based on esteem, occupational safety and responsibility -- materialized by five dedicated programs, more than 200 trainings and developments, as well as by the systematic use of sustainable products and solutions.

Thomas Contenta
Talent Acquisition Manager