Administrative Specialist for Deal Management

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Our mission is to transform our world for the better through innovative technologies.

Role Overview:

The Admin Specialist is offering all needed support to EMEA Deal Management managers and employees, assisting in office needs and managing the departments’ general administrative activities. Apart from the daily admin tasks, is also involved in low to medium complexity projects ensuring the smooth running of the department.

Our new colleague will be friendly, energetic, organized, resourceful and adaptable to a fast changing pace. We will instead welcome him/her into an open and supportive work environment, highly professional and with excellent work ethics.

The role is complex in the sense that it contains a mix of routine, administrative work, as well as opportunities for taking on more challenging tasks.

Work is generally of a confidential nature.

Main responsibilities and activities:

Is responsible for office logistics such as:

Raises and manages Purchase Orders for the department (office supplies, catering), ensures delivery and follow up on invoice payment, fills in expense claims and provides details regarding the department expenses upon request from management
Introduces new suppliers in the iProcurement environment
Is responsible for organizing internal or external visits and/or events: catering, booking rooms, travel and accommodation arrangements such as pickup, travel (taxi arrangement, hotel accommodation, etc.)
Is point of contact for Labor Protection for the entire department: cooperates with the responsible facilities department contact person, distributes labor protection files and communicates with managers regarding updates and required actions
Works with Facilities team to ensure desk and logistics and location, coordinates office space, systems, and facilities installations or similar changes for the Deal Management team
Daily mail and correspondence management, point of contact for orders pick-up and distribution



Is involved in support activities that are specific to department needs:

Supports managers with raising and managing POs for contractors joining the team and is main point of contact for the staffing company providing the contracted employees
Ensure HW/SW compliance according with Oracle policy: .: recurrently runs reports on Laptop Compliance, shares with managers and follows up on pending items; ensures retiring and replacing laptops etc.
Undertakes ad hoc projects, research and collate information as required
Maintains and updates various internal pages upon request
May coordinate activities between departments and outside parties
Supports the training department with administrative tasks such as booking rooms, ordering materials, entering trainings in the training tool, and may also deliver trainings for new employees

In addition to the above, performs any other tasks as assigned by direct manager, relevant to the scope of the role.


Education and Experience

University Degree education preferred
Previous experience in a similar role would be a plus

Competencies:

Excellent command of spoken and written English
Very organized and excellent communication style
Ability to prioritize work, tackle multiple tasks and capable of working into tight deadlines
Easily adaptable to change
Open and willing to take on new projects
Ability to solve problems and propose solutions with minimal direction in a fast paced environment
Demonstrated collaborative skills
Familiar with Microsoft Office (Word, PowerPoint, Excel)
Excellent work ethics
Ability and willingness to manage a multitude of tasks with varying levels of complexity

Job Complexity & Impact:

Job assignments may include non-standard and moderately complex activities
Requires Systems use (iSupport, purchase orders, approvals, expenses, meeting room reservations etc.)
Judgment and initiative are required to complete assignments.