Administrative Assistant - Construction Projects Department (a)

Administrative Assistant - Construction Projects Department (a) between 80 and 100 %

Workplace

Geneva

Activity rate

between 80 and 100 %

Start date

to be agreed

Is this you?

Do you enjoy teamwork, are organised and communicate with ease? In this role, you provide reliable and flexible administrative support to the construction projects team. Thanks to your thoroughness and sense of priorities, you contribute to the effective monitoring of files, documents, invoices and various deadlines. You appreciate administrative activities requiring precision and consistency, while remaining available to meet the varied needs of the team. To foster close collaboration with your colleagues and internal partners, a presence in the office for at least 50% of working time is required.

What to expect

• Provide daily administrative support to the construction projects team
• Manage the department's email inbox, incoming and outgoing mail as well as routine correspondence
• Contact and follow up with internal and external contacts to gather necessary information and documents
• Create, organise, update and archive project files in both digital and physical formats
• Open, monitor and close projects in internal tools and client platforms
• Ensure data entry, filing and transmission of documents in accordance with defined processes
• Keep tracking tables, deadlines and administrative, contractual and financial data of projects up to date
• Prepare offers, credit requests, contracts and orders for suppliers and agents
• Perform initial administrative checks of contracts, orders and invoices
• Follow document approval workflows and assist external partners with their administrative procedures
• Process and monitor supplier invoices as well as monthly project billing
• Prepare final statements and support the administrative closure of projects
• Manage supplies, equipment and software necessary for the smooth running of the team

What you bring

• Commercial employee CFC or equivalent training
• 1 to 2 years of initial experience in an administrative role, ideally in a project management environment
• Knowledge of the construction sector is an asset
• Excellent command of French, both spoken and written
• Basic knowledge of German is desirable. Knowledge of English is an asset
• Very good command of the Microsoft Office environment, especially Word, Excel, PowerPoint and Outlook
• Knowledge of SAP, InvoiceR, CAFM Archibus or Messerli is a significant advantage
• Comfortable with remote working environments, especially Citrix, appreciated
• Excellent organisational skills and ability to manage multiple tasks simultaneously
• Sense of priorities, reliability and rigour in performing administrative activities
• Proactive approach, anticipation skills and initiative
• Autonomy in work while appreciating teamwork
• Easy communication, service orientation and ease in interacting with various contacts
• Flexibility and ability to maintain a good overview during busy periods
• Strong interest in data entry activities and repetitive tasks, control and monitoring requiring precision, consistency and concentration
• Availability to occasionally take on varied tasks beyond the usual administrative scope

Ready for us? We are ready for you.

At ISS Switzerland, we ensure every day the smooth running and comfort of offices, laboratories, airports, production sites, stations, schools and hospitals. Our more than 14,000 employees create, throughout Switzerland, living spaces where over a million people feel good and can thrive daily.

ISS stands for innovation, quality of service and closeness to customers. As a market leader, we offer stable jobs, varied development prospects and a corporate culture based on respect, workplace safety and responsibility - realised through five dedicated programmes, more than 200 training and development courses, as well as the systematic use of sustainable products and solutions.

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Thomas Contenta
Talent Acquisition Manager

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