Administrative Assistant AEC

vor 18 Stunden

Berlin, Berlin, Deutschland The Church of Jesus Christ of Latter-day Saints Vollzeit 42.000 € - 60.000 € pro Jahr
Description

This position provides administrative support to the Construction Project Manager in providing facilities with a spiritual setting where Church members can work, worship, teach, learn, pray together, make and renew covenants, and receive sacred ordinances, presenting an image of reverence and dignity in the community. This is a senior support, individual contributor role in the Architecture, Engineering and Construction Division.

Responsibilities

Provides comprehensive administrative and operational support to the Project Manager overseeing construction projects in the Europe Central Area, enhancing the efficiency and success of project delivery. Key responsibilities include:

  • Gathering and consolidating data from diverse sources to create management reports. 
  • Communicating with public administration offices to obtain and share project-related information under the direction of the Project Manager.
  • Preparing purchase requisitions, reviewing purchasing card statements, tracking materials and services received, managing back orders, and ensuring accurate invoice processing in line with established controls and compliance standards.
  • Coordinating timely and accurate processing of project payments and reimbursements using systems such as FLS and CFIS, while adapting to new financial platforms as needed.
  • Establishing and maintaining vendor records in relevant databases.
  • Analyzing monthly budget expenditures and supporting financial oversight.
  • Preparing contracts, ensuring documentation is complete, and verifying insurance records for compliance.
  • Assisting the Project Manager in documenting process and policy adjustments for continual improvement.
  • Maintaining records, including administration, finance, and Human Resource files, with attention to confidentiality and accuracy.
  • Participating in required training and professional development activities.
  • Demonstrating initiative and the ability to work independently, performing all additional office and administrative tasks as required.
     
Qualifications
  • Strong commitment to the mission of the Church of Jesus Christ of Latter-days Saints. 
  • Minimum of 3 years of relevant experience, or progress toward/ completion of a recognized post-secondary degree or industry certification.
  • Demonstrated experience in clerical and administrative tasks, including proficiency with Windows operating systems, Microsoft Office applications, and a proven ability to learn new software tools as required.
  • Solid experience and understanding of account and payment management, including processing invoices, purchase orders, financial statements, contract reviews, and correct account code applications.
  • Excellent communications skills in English, exemplifying professional phone etiquette and effective business writing; proficiency in an additional European language is an advantage.
  • Strong interpersonal skills with a proven ability to communicate effectively and courteously with priesthood leaders, managers, colleagues, and vendors.
  • Exceptional organizational skills, including effective filing, scheduling, time management, and task prioritization.
  • Strong and proven customer service experience, demonstrating responsiveness and the ability to address varied needs.
  • Results-driven, with flexibility to adapt quickly to changing situations and contexts to deliver effective and efficient daily operational support.
     

While the role is primarily based in Frankfurt, Germany, candidates from other European capital cities could be considered.


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