Admin Assistant II

Siemens Digital Industries Software is a leading provider of solutions for the design, simulation, and manufacture of products across many different industries. Formula 1 cars, skyscrapers, ships, space exploration vehicles, and many of the objects we see in our daily lives are being conceived and manufactured using our Product Lifecycle Management (PLM) software.

Pre-requisites:

• Communication skills: Interact with many people, including clients, vendors, and staff, so they need to be able to communicate well.
• Time management skills: Should be able to multitask and manage their time efficiently to handle multiple tasks.
• Computer literacy: Proficient with MS Office, especially Excel and PowerPoint.
• Attention to detail: Be precise and notice minor discrepancies.
• Discretion and confidentiality: Should be able to maintain confidentiality and discretion.
• Organizational skills: Be organized to manage calendars, schedule appointments, and prepare expense reports.
• Ability to work independently: Work independently and as part of a team.
• Ability to respond to emails: Should be able to effectively manage and respond to emails.

• Calendar management: Managing the executive's schedule, including making appointments and prioritizing matters
• Travel arrangements: Support in getting Visa, tickets, hotels, cabs
• Project coordination: Assisting with the planning and execution of projects
• Information management: Maintaining confidentiality and accurate records
• Event planning: Coordinating events, such as workshops or conferences, including selecting venues, managing invitations, and handling logistics
• Administrative tasks: Performing general administrative tasks, book conference rooms, offices, support workshops & trainings, arrange food
• Logistics support for visitors / travelers from Pune: Maek Invitation letters, Covering letters, book cabs, book domestic flights if needed

• Office space management :
• Get attendance data reports and EDR every month, organize them in the needed format, update the data, refresh formulas, and generate reports
• Physical allocation of seats as per the eligibility criteria, maintain history
• Tools :
• SAP: Creating PRs for Hardware and processing invoices in NextGen Tool
• Workday : Initiate Transfers, exit, Create Pre-PCFs and Job Requisitions
• Concur : Book Hotels, Cabs, submit reimbursement
• NextGen : Process invoices, keep a track of invoices, submit monthly accrual to Finance

• Hardware :
• Work on yearly hardware refresh activity of ~ 950 staff and order hardware twice a year as per the due dates
• Make sure every new joinee gets hardware on the day of joining. Plan accordingly.
• Manage Floater pool of old laptops
• Hardware failure support for the group