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Junior Administrative Assistant (Procure to Pay processes)

m/w/d, Zürich

For one of our clients, a leading technology company specialized in electrical equipment and industrial automation, we are looking for an Administrative Assistant for the Group Function Legal and Integrity corporate team which consists of around 50 lawyers, acting as a point of contact for enquiries, initiating actions and assisting with resolution. Performing a variety of complex administrative activities, you will be instrumental in the smooth running of processes and procedures within the function. 

General Information:

Start-/Enddate: ASAP until 21/10/2024 (extension planned)
Place of work: Zürich
Workload: 100%
Remote/Home Office: hybrid

Job summary:

In this role you will support the Legal and Integrity department in the process from engaging with a law firm, through following up on monthly basis to receive invoices and create estimates for accruals and making sure that we pay our vendors on time and for the work they performed. You’ll engage with our legal counsels, our procurement department and our controlling team.

Tasks and responsibilities:

Support the Legal & Integrity Team at group in creation of Purchase Requisitions and administering Purchase orders
Follow up with Law firms on a monthly basis for on-time invoices and estimates for the future months.
Review of invoices to make sure that they are following the company guidelines
Work with the controlling team to make sure invoices and estimates are accurately reflected in our systems
Lead continuous improvement processes for the procure to pay process within Legal & Integrity. Make sure the right governance is in place and adhered to and recommend changes where you see possibilities for improvements.
Help with the implementation of new technologies that support the procure to pay process
Report on the effectiveness of the process and any escalations required to be on time with our payments
Help with overall preparation of reporting on spend in Legal & Integrity
Train new joiners on the basics of the process, in order for them to follow the right process and be able to efficiently and effectively engage with law firms

Must Haves:

KV degree and/or first admin experience
Ability to work independently in a fast-moving environment
Problem solving skills, systematic approach to a problem, understanding consequences in a systemic manner
Finely tuned communication skills: proven ability to present and report activities in a clear and effective way, sensitive to communication steps related to all levels of stakeholders
Full professional proficient in English, spoken and written, additional languages a bonus
Good expertise in Excel as a support for organizing the Procure to Pay processes in Legal and Integrity
Quick learner who isn’t afraid to build up new expertise in the systems supporting our procure to pay process, like SAP Ariba, Readsoft and SAP ERP
Excellent organizational skills
Sense of ownership for the assigned task