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For your reference, we have included the original job posting below.
Corp Real Estate Admin Assistant / Project Coordinator
Job Number:
26770350
Company Name:
Siemens
Job Location:
Boca Raton, FL US
Job Category:
Information Technology
Corp Real Estate Admin Assistant / Project Coordinator
Corp Real Estate Admin Assistant / Project Coordinator
Company Siemens Corporation Division SC - Siemens Real Estate Functional Area ADM - Administrative Location FL - Boca Raton Req ID 89948 Job Type Regular Job Time Full-Time Experience Level Mid Level Required Education High School Diploma Required Travel 15%
Company Description Siemens AG is a global powerhouse in electronics and electrical engineering, and operates in the industry, energy and healthcare sectors. For more than 160 years, Siemens has built a reputation for leading-edge innovation and the quality of its products, services and solutions. With 428,000 employees in 190 countries, Siemens reported worldwide sales of $116.6 billion in fiscal 2008. With its U.S. corporate headquarters in New York City, Siemens in the USA reported sales of $22.4 billion and employs approximately 69,000 people throughout all 50 states and Puerto Rico. For more information on Siemens in the United States, visit .
Siemens is an Equal Opportunity Employer encouraging diversity in the workplace.
Administrative/Analytical Duties: Organizes and administers highly complex project work flows, communications, maintain office functionality and provisions, maintain schedules and travel for 2 executives and associated departments. Prepare and finalize excel reports relating to project performance, tracking and scheduling. Guides project teams in the maintenance and recording of information in various databases.
Job Responsibilities:
. Responsible for collecting and refining complex, highly technical project update presentations. Create, review and update PowerPoint documents for meetings, ensuring accuracy, applicability and consistency; understand the technical details and flow of the material throughout the presentation. Make corrections and adjust message to fit the audience. . Schedule all travel ahead to avoid high fares and ensure expense reports are completed in a timely manner to avoid late fees. . Maintain calendars, schedule meetings, process expense reports, and miscellaneous duties (i.e., filing, TRA broker rebates, reconcile corporate card statements, etc.). . Schedule Quarterly Reviews, Staff Meetings, and Project Reviews, attend meetings and record notes and action items from the meetings. . Process all purchase requisitions/purchase orders to completion. Process invoices (includes tracking for payment). . Order all office supplies, contact Help-desk for all IT/telephone issues, contact building manager for maintenance issues, and maintain office equipment. . Answer phones, accept deliveries, ship/send FedEx mail, US mail and packages/boxes. . Provide support to visiting guests . Maintain up-to-date mailing and contact lists . Schedules educational events as needed . Responds to common inquiries or complaints from customers, regulatory agencies or members of the business community . Maintain attendance and personnel files, generate reports and notifies managers of issues. . Applies expert knowledge of company policy/procedures as appropriate in getting approvals and making requests
Qualifications/Knowledge:
HS diploma required, additional degree a plus.
Must be highly proficient in Microsoft Office Suite, including PowerPoint, Excel, and Word. Knowledge of Share Point, Microsoft Project and high proficiency with Outlook and computer applications in general a plus.
7 plus years of successful experience as a hands on executive assistant, office manager and/or project administrator. Must have experience with budgets and financial reports.
Must be available to work OT on short notice.
Provide training on new applications to employees, e.g. SpoDom (membership approvals), EZ-X (expense reports), etc.; offer technical support, e.g. Outlook, PowerPoint, Excel, etc.; provide assistance to external Customers.
Represents the organization as a prime internal contact, as well as a key external contact.
Capabilities: . Flexibility and Adaptability: adapts to change and different ways of doing things quickly and positively; deals effectively with a variety of people and situations; appropriately adapts one's thinking or approach as the situation changes; thrives in a fluid environment and works effectively in ambiguous situations.
. Interpersonal Interaction and Communication: Interacts and communicates with others in an effective and responsive manner by sharing information, listening, facilitating discussion, understanding others perspectives, and adjusting one's own behavior according to the needs of the audience.
. Results Orientation: Drives self and others to achieve results and surpass goals by setting high standards of performance, continually striving to do things better to improve performance, and looking for ways to succeed no matter what the challenge.
. Analytical Thinking: Effectively identifies problems as they occur and takes appropriate steps to solve them in situations where the problem is difficult or complex.
. Building and Managing Relationships: Builds and maintains an active network of strong working relationships at multiple levels both inside and outside the organization by working to build alliances, partnerships, and long-term supportive relationships; stays in touch, listens to input, and keeps communication lines open.
. Problem Solving and Decision Making: Identifies problems and applies knowledge, understanding of the business and experience to address them; makes timely and effective decisions by gathering relevant information, systematically analyzing options, and choosing the best course of action based on all relevant information.
