Administrative Assistant for Facilities

Description

Job Summary: We are seeking an Administrative Assistant to manage supplier procedures, invoicing, accounts receivable tracking, and documentation related to projects and personnel in the City division. Key Highlights: 1. Stable position within a business group committed to social responsibility 2. Professional development and work focused on innovation and sustainability 3. Comprehensive management of urban infrastructure maintenance We are a business group with 70 years of experience and a strong commitment to society and the environment. Our business areas include City, Water, Industry, Infrastructure and Materials, Construction, and Energy. We create solutions that add value to our clients, driven by a desire to share our expertise. We focus on innovation, talent management, and sustainability, with a clear long-term vision. The position is located within the City division, which specializes in urban infrastructure maintenance, including public space upkeep, facilities management, green areas, and installation and operation of building technology. What will you do daily? * Handle supplier-related procedures: request quotations, place Type B and C orders, onboard new suppliers, update prices in the system, request invoice cancellations from the Administrative Services team for erroneous invoices, prepare contracts, and address incidents. * Accrue expenses associated with delivery notes and purchase orders. * Receive invoices, match them with delivery notes and purchase orders, record them in the accounting system, and forward them to the Delegation Administrative Assistant. * Monitor accounts receivable and, where necessary, claim late-payment interest on delayed certified payments. Prepare valued statements as well as the administrative sections of renovation works, additional works, and final settlements. * Manage all matters required for proper project execution: service activations (electricity, water, telephone, etc.), cash purchases. * Prepare surveying and handover minutes. * Manage project personnel documentation: daily work reports, time allocation records, bonuses, allowances, staff absences, etc. * Monitor subcontractor documentation and machinery documentation to ensure compliance with applicable legal requirements. What are we looking for? * Administrative degree or high school diploma * 4\-5 years of experience * Knowledge of Navision * Experience in installation companies What do we offer? * A stable position. * The opportunity to join a team of professionals committed to innovation, sustainability, and equal opportunities. * Professional development within our company. * Flexible compensation: private health insurance, meal vouchers, childcare vouchers.